Timely Logo

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.  

1. Several Ways to Create an Event on Timely Dashboard

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.

print screen of timely dashboard add an event button

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.

print screen of timely dashboard events tab

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.

print screen of timely dashboard add event button

You can also add a new event by clicking on the green plus button placed on the right bottom of the Events Tab page.

print screen of timely dashboard add an event icon

2. The Right Content to Create an Event

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:

print screen of timely dashboard create an event content options

  • Event title;
  • Event description;
  • Featured image;
  • Fixed date or date range;
  • Timezone;
  • Repetition;
  • Venue details;
  • Categories, tags and filters;
  • Cost and tickets;
  • Social Media; and
  • Event status.

You can edit and manage your new event, while seeing how it looks with our visual display.

3. Event Title

You can enter any text to be the title of your event. The title may not be greater than 1,000 characters.

4. Event Description

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.

6. Fixed Date Or Date Range

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.

7. Timezone

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.

8. Repetition Settings for Recurring Events

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”.

9. Venue Details

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.

10. Categories, Tags and Filters

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.

11. Cost and Tickets

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.

12. Social Media

You can post your events automatically on social media. Currently, you can set up events auto posts to your Facebook and Twitter accounts.

13. Event Status

You can change the status of the event by choosing the appropriate option in the Event status dropdown menu. The available options are:

14. Publishing The Event, Saving As Draft And Reset An Event

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.

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.

1. Where you can add images

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:

2. Image size and quality

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.

print screen of an area showing 720px by 480px for width and height respectively.

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.

3. Context

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. 

4. Add descriptive titles and alternative text

When uploading an image to your Timely account, give it a descriptive title and a descriptive alternative text.

print screen of an image being uploaded with 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.

print screen of a featured event on the public view of an events calendar

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.

2. Customizing the Design

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:

print screen of the design settings where you can change the color of a featured event

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.

print screen of the design settings where you can click on the circle and change the color of a featured event

See a customization example in the image below.

print screen of a featured event on the public view of an events calendar with changed colors

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.

print screen of RSVP with the extra information field where you can add the event online meeting link

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.

2. Including the Virtual Event URL in your Email Templates

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.

print screen of area to customize your RSVP Email Template to add the virtual event URL

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.

1. Event status definitions

Each event is unique, and requires an individual status tag to reflect its current situation. Events can have one of the following statuses:

2. Event Status Set Up

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.

print screen of all the possible status for your events

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.

3. Automated Settings

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.

print screen of the Enable dynamic event status option

4. View the Updated Status of your Events

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.

print screen of the an example calendar with various status for different events

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.

1. Sending Event Reminders for Upcoming Events

First, go to your event details page. Then, locate the Cost and Tickets section of your event post.

print screen of the Cost and Tickets section of an event details page

In the ticket type section, just after the “Add Field” button, you will see the Notification area, as highlighted in the image below.

print screen of the ticket type area, followed by the “Add Field” button, followed by the notifications area, highlighted with a green rectangle

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.

print screen of two notifications before the event, one for letting the customer know about the upcoming event 1 day before the event and another for 10 days before the event

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.

2. Sending Event Notifications for Event Changes

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".

print screen of the popup that will alert you if you want to send an email to your customers to let them know changes were made in an event

3. Customizing your Event Notification Email Template

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”.

print screen of the email templates menu with the event changes notification template and the upcoming events notification template highlighted.

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.

© 2021 Timely. All right reserved.