With a Timely account, you can easily create an event. In this post you will learn all the steps you need to take to create events and display them beautifully in the public view of your Timely events calendar. Alternatively, you can see the video tutorial below.
When you sign in into your Timely account, the first thing you see opened on your dashboard is the tab "add event". The mouse cursor will be already placed in the event title, making it easier for you to create new events.
A second option to create a new event is to click on the first item "Events" on the list menu on the left of the dashboard. Then, the events tab will show in your dashboard.
Moreover, you can create a new event by clicking on the “+ ADD EVENT” button right next to today’s date, on the top of the Events Tab.
You can also add a new event by clicking on the green plus button placed on the right bottom of the Events Tab page.
When creating an event, there are lots of content you can add to your event post to enrich your users' experience. From your Timely event management software dashboard, you can add the following content:
You can edit and manage your new event, while seeing how it looks with our visual display.
You can enter any text to be the title of your event. The title may not be greater than 1,000 characters.
You can enter a description of your event in the text editor. The description and other text fields in your calendar will vary according to the text tools available in your plan.
Some plans will only have the following text tools: bold, italic, align, link, insert image. Other plans will also have formatting tools, like numbering, bullets, headings, etc.
Make your event stand out in your events calendar by adding a featured image to your event post. You can upload a new image or use a previously uploaded image from your Media Library.
If you do not pick a featured image for your event, your public calendar will display the Timely logo. If you create and select an event category, and the category has an image, this will be used to replace the lack of a featured image.
Events can have a fixed date, thus happening on a single day. Events can also have a range date, therefore occurring during several days. In this case, events will have different start and end dates.
If the event is a multi-day event, on certain calendar views, the event will appear on every day during that multi-day event, with a note saying "Day X of Y".
You can choose “All-day event” just by clicking on the appropriate checkbox. No time will be needed in this case, and a note will appear on the calendar view that the event is an all day event.
In addition, you can choose the “No end date” for your event. In this option, you will not be able to select end date or end time for your event.
You can choose a different timezone for a specific event just by clicking on the dropdown menu and selecting the appropriate time zone for the event.
If no timezone is selected, the event timezone, by default, will be the calendar timezone. The default timezone can be changed in the Setting Tab, in General, Date & Time options.
For more information about this option, please refer to the How to Set Up Your Account General Settings help page.
Use the “Repeats” setting to make your event recurrent. You can choose from “Daily”, “Weekly”, “Monthly” and “Custom” recurrence. The “Custom” recurrence allows you to choose individual dates for that event.
If you choose one of the first 4 recurrence types, you will also have the option to “Exclude” certain dates. “Exclude” has exact same recurrence types as “Repeats” but the opposite action.
For example you can choose to “Repeat” a “Weekly” event on Monday, but to “Exclude” “Monthly” the first Monday of the month and the Christmas Monday, using “Custom”.
You can choose a venue for your event and it can be either online or have a physical address. If have already create a venue, you can choose it by clicking on the the dropdown menu and selecting the appropriate venue.
You can also create a new venue by clicking on the “+ New” button and add the appropriate information for the venue.
Add the event to available filter groups (or taxonomies). According to your plan, your event may have some or all of the following filter groups available:
You can choose for your event a previously created value for each of them, choose “New” to create a new value, or “Edit” to update or delete a selected value filter group.
You can add RSVP or Tickets to an event. Ticketing options are as follows:
And you can also customize email templates. To learn how to do that, please click on How to Customize RSVP & Ticket Event Confirmation Email Templates.
In case you choose to update any of the date or time values for an event, and you have Timely tickets for that event, please notify everyone that purchased a ticket previous to the change as the info on their ticket will not be correct.
You can post your events automatically on social media. Currently, you can set up events auto posts to your Facebook and Twitter accounts.
You can change the status of the event by choosing the appropriate option in the Event status dropdown menu. The available options are:
In the end of the edit event area, you can click “Publish” to immediately publish your event in the Public Calendar or click “Save as draft” to save the event as draft, or click “Reset” to remove all the changes you have made.
For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
With a Timely account, you can create any type of event. Indeed, you can host a traditional face-to-face event, or the newest forms of online and blended events. You decide on your event format, and we provide you with the flexibility you need to the deliver the planned experience. In this post, you will learn how to create in-person, virtual or hybrid events from your Timely dashboard.
In-person events are events that take place at a physical address. For example, concerts, sports events, theatre plays, and organized trips. Since in-person events are face-to-face gatherings, they offer a better chance for human connection than the alternatives.
Virtual events are events that happen over the internet through a computer or mobile device rather than a physical location. Good examples of virtual events are webinars, virtual conferences, on-demand online courses, and live streaming events. Considering that virtual events allow people to attend online without the need to leave their homes or desks, they can be more accessible and convenient.
Hybrid events are events that take place both in-person and virtually. Some participants attend the event onsite, and others, online. Depending on how the event is planned, some parts of the event happen at the physical location, and other parts are broadcasted out to a virtual audience. The best examples of hybrid events are large conferences, companywide trainings, and live shows streaming. Hybrid events are a great solution for attendees who cannot participate due to health or safety reasons, have limited travel budget, or if the venue capacity is limited.
No matter the type of your event, you can set it up with Timely event software!
If you are hosting a face-to-face event, you can display the physical address and directions of your event on your event landing page. This way, your audience will know exactly where your event is taking place, and be able to plan their trip to the event location accordingly.
To create a venue with a physical location:
When you enter an address, our autocomplete feature will offer you the exact address below the field and automatically fill in other fields. If you want to highlight or further differentiate locations, you can also assign a default image to the location that will be displayed in the event landing page.
The next step is to assign the new venue to one of your events. To do so, select a published event or create a new one. If you do not know how to create an event or need a refresher, check the post How to Create an Event.
On the event creation section, under Venue Details, look for the already created location. You can also create a new location by clicking +New.
Once you’ve filled out all the details, save the changes. The location will show up in the event details on your events calendar.
It is easy to create a virtual event with the Timely events software. You can connect our application with your favorite virtual event delivery platform, such as Zoom, Google Meet, or Skype Meet Now. You can also use social media platforms for your online events.
The first step is to create the event link on your preferred video conference app. As an example, here are steps to get a Google Meet link:
The next step is to create the virtual venue location on your Timely dashboard, similarly to how we created the venue for the in-person event above:
6. Once you've saved your changes, assign this virtual location to one of your events, as explained above. The meeting link will be available on the event landing page.
If you do not wish to make the meeting link available to public, you can show it only to event registrants using Timely event registration, event ticketing or event booking software. This way, people will only have access to your event link after registering for your online event. You can do that by adding additional information to tickets, RSVPs, emails and PDF templates.
Creating a blended event is a simple process. It works on the same way as the creation of the in-person event and the virtual event location. When creating your hybrid event venue location, you just need to select Both under the location type. After that, you can enter the same details as for the Physical and Online event types described earlier.
Once the hybrid event venue is connected to the event post, the landing page will display both the physical address and the meeting link.
Again, if you prefer to hide the meeting link from the public, you can use Timely event registration, event ticketing or event booking software. Our system will send an automated email with the meeting link only to attendees who have RSVPed or purchased tickets to your hybrid event. Learn more on the post how to add additional information to tickets, RSVPs, emails and PDF templates.
For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
With a Timely account, you can create several different types of events, depending on your event structure. In this post, you will learn how to create one day, multi day and recurring events on your Timely events calendar software.
One day events are single events that happen for only one day, and do not repeat. Usually, they have a set start and end times, which can be just few hours, half day or full day. For example, a fundraising dinner or a university lecture with a special guest.
To create a one day event, first you need to login into Timely account, and go to Events. On the right side of the screen, you will see the Add Event section, which is where you add the event details in order to create an event.
For one day events, the start and end dates need to be the same, but the start and end times are different. Choose the date and time of your event, complete all the remaining information, and then Save as Draft, Schedule or Publish your event.
If the event has no start and end time (i.e. lasts the whole day), just check the All-day event option.
A multi-day event is an event that takes place over 2 or more consecutive days. Conferences and workshops are examples of multi day events.
You create multi day events the same way you create any other event on your Timely events calendar. The only difference is that you will need to specify the start and the end dates and times of the event.
Alternatively, you can simply check the No end date option, and the event will appear on your calendar every day until you uncheck this option.
A recurring event or repeating event is an event that occurs more than once on your events calendar. With a Timely account, rather than creating an event multiple times, you can create repeating events at intervals according to a pre-defined rule. You can create recurring events that repeat every day, week, month, or only at certain days.
To create daily recurring events, you can set the event to repeat every day, or every 2 or more days. You can also determine a specific date for the recurrence to end, if necessary.
If you want to create events that repeat on a weekly basis, just select Weekly on the Repeats dropdown menu. Then, choose the week days you want your event to repeat. Moreover, you can set the end date of your recurrence. For example, an event that happens on Mondays, Wednesdays and Fridays, every 2 weeks, and ends on August 31 2022.
For events that repeat every month, select the Monthly recurrence.
The recurring options are:
In addition, you can determine the monthly interval and the end date of your recurring event.
In case your recurring event does not fall under any of the other recurrence options, you can customize the repeat interval under the Custom recurrence option. Just select the calendar dates on which you want the event to be repeated.
By default, all published recurring events will appear on your Timely events calendar. However, you can change that setting if you do not want an event to be displayed on the calendar every day they recur. You just need to the box Display recurring event only once before publishing your event.
If you do not want the event to repeat on certain days, just select one of the options in the Exclude options drop-down menu. The exclusion options are the same as the recurrence options. In other words, Daily, Weekly, Monthly and Custom. This functionality is very useful to exclude holidays of your recurrence rule.
For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
Using pictures, icons and logos is an excellent way to make your calendar and event landing pages stand out. Moreover, good image size and quality improves your user experience and branding, and helps you get better SEO results. With Timely, you can add several types of images to your calendar, events and filters. Learn more in this post.
There are several places where you can add images to make your Timely event listing more interesting to your audience. Currently, you can add icons, logos and pictures to the following sections:
Paying attention to image size and quality is very important for Event SEO.
For images to show nicely on the Slider, Carousel and Featured images, the width should be at least 720px wide and 480px high (720 x 480). For all the other places, images of any size can be used, as our software can auto resize them.
With respect to quality, be mindful to avoid small, blurry and unclear pictures. Prefer to use high quality pictures optimized for a reduced size in bytes without the loss of the quality.
To achieve even better results, adding more context around your pictures is specially useful to help bring higher quality traffic to your calendar.
In this Google article, Google Images best practices, you can find a variety of important tips to help improve the process of adding images with context. Check that article and learn more about the guidelines.
When uploading an image to your Timely account, give it a descriptive title and a descriptive alternative text.
Wherever possible, make sure photos, logos and icons have a descriptive filename. For example, it is better to name your photo electric_guitar.jpg than IMG0028361823.jpg. Moreover, when adding a description to your picture, be mindful to describe it as accurately as possible.
With respect to the alternative text tag, it also should describe the image in order to help improve its online search results on Google. Nevertheless, avoid filling the alt text with keywords. It possibly will result in a negative user experience, and may cause your calendar to be seen as spam.
For more user guidance, please go to our Help Center. If you have any questions or need additional assistance to configure your Timely Events SEO features, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
With a Timely account, you can highlight certain events as featured events in the public interface of your calendar. This will give an event a more prominent appearance in your events listing. Learn how to create featured events in your Timely calendar in this post.
In your Timely dashboard, you can "feature" an event when creating or editing it. The option Featured event will show as a checkbox between the event status options and internal notes.
Once you click on that checkbox, Publish or Save your event. The event selected will show as a "featured event" in the public view of your calendar, automatically.
Timely highlighted event will always be inside of a lined box, with a tag on the top left corner. The tag will have the "star" symbol and /or the word "featured", as shown in the image below.
There is no limit on how many events can be marked as featured. If you wish, you can set up all your events as featured events.
You can change the color of the featured event text and background. Simply go to Settings > Design > Custom Colors. Expand the Custom Colors option and you will see all the views that you can edit. Choose the appropriate view you want to change and click on the circle for Featured event text or Featured event background.
Below you find an example of how to change these settings for the posterboard view:
When clicking over the circle, the color picker will open and you can choose a new color for the text or the background. After you are done choosing the new colors, scroll the page to the bottom and hit the Save button.
See a customization example in the image below.
For more user guidance, please go to our Help Center. If you have any questions, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
With a Timely account and Timely event ticketing plan or ticketing add-on, if you are hosting an online event you can send the event link to your attendees in an automated way. You can add an online meeting link to your tickets and RSVPs, and also to your event confirmation emails.
This functionality is useful for both virtual and hybrid event. For example, online learning, webinars, virtual conferences, private and public hybrid events. Learn all the steps below.
You can add the virtual event link to tickets or RSVPs of any of your events. Simply paste the event URL in the Extra information field, when creating your event. Once you have added the link and finished creating your event, you can save it as draft or publish it.
When your attendees register for your events, they will receive the event ticket with the specific online meeting URL. They just need to click, or copy and paste the link into their browsers to join the online event.
Additionally, you can add the online meeting link to your email templates. You do that by using the dynamic field extra information in your template. Please note that you need to add the meeting link to your ticket, as explained above, prior to setting it up in your email templates.
To illustrate, we will use the RSVP Email Template. Go to Settings> Email Templates> RSVP Template> Edit. The "Extra Information" is a dynamic field you will have to add to the template. The recommendation is to add it under the event details in the body of the email.
Once you have added the dynamic field to your email template, it is a good idea to preview the email. In particular, we suggest you make sure the online meeting link is working properly. If everything is fine, you can save the template.
For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
With a Timely account, you can set up and change the event status of your events. This feature is very helpful to inform your audience about any changing circumstances or the current status of your ticket sales. Learn how it works in this post.
Each event is unique, and requires an individual status tag to reflect its current situation. Events can have one of the following statuses:
By default, events will be published with the status "Confirmed". However, you can change that on your Timely dashboard manually, when creating or editing an event. Simply go to Events > Add Event > Event Status, and select your option.
For postponed events, make sure to inform your attendees of the changes. If you have collected RSVPs or sold tickets using Timely ticketing software, you can notify attendees automatically. If you are using a third party ticketing services, you will have to contact them directly or through the external ticket provider.
For cancelled paid events, you will also need to contact your attendees to cancel tickets and refund your customers.
You can automate the event status of your event. The system can automatically change the event to "New" when it is created, or "Updated" when there is any change to the post.
To enable the automation, simply go to the Settings > General > Misc Settings. Then, click on the box "Enable dynamic event status". Do not forget to press the Save button to save your settings.
Except for the status "Confirmed", your audience can view and know the situation of your events in the public interface of your calendar. Each event will have its own label, as shown in the image below.
The tags for "New", "Updated" and "Tentative" substitute the "Tickets" button, when the event has tickets or RSVPs associated with it. However, the tags are clickable, directing your website visitor to the ticket or RSVP checkout.
For more user guidance, please go to our Help Center. If you have any questions, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
With a Timely account, you can easily send event notifications to your attendees. You may want to do that to remind them about the upcoming event, or inform them about any event changes. In this post, you will learn all the steps to use this feature and improve engagement with your customers.
First, go to your event details page. Then, locate the Cost and Tickets section of your event post.
In the ticket type section, just after the “Add Field” button, you will see the Notification area, as highlighted in the image below.
When you enable the Notification by clicking the “Notification checkbox", you will be able to add as many notifications as you see fit for your event. You just need to click on the "+Add notification" button.
The notifications can be set up in days, prior to the day of the event. Your customer will receive an email notification letting him know that the event day is coming up.
To remove a single notification, just click the minus sign in the red button on the right of the notification. You can also just disable the Notifications checkbox and all the notifications will be disabled.
Sometimes, we need to make changes to events. For example, change the date, time or venue. If you have sold tickets for that event, you may want to notify your customers of this change.
In this situation, our system will automatically inform you. You will see a popup in the screen asking if you want to notify your customers by email about the changes you just made. To notify, just click "yes". Otherwise, click "no".
To make changes to the emails your customers receive, go to Setting>Email Templates. If you want to change the event reminder email, edit the template “Upcoming Events Notification Template”. To change the event notification email to be sent when you make changes to an event, edit the template “Event Changes Notification Template”.
If you want to learn more about editing email templates, check out this helpful article.
For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.
