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With a Timely account and Timely Ticketing Add-on, you can easily offer your event attendees the ability to register for free events, or buy tickets to paid events. You just need to add the Ticketing Add-On to your Timely account. Learn all the steps in this post.
Please note that not all Timely Event Management Software plans come with the Ticketing feature included. If you want to have this feature, one option is to upgrade your plan to a more comprehensive plan that has the Ticketing feature included. Alternatively, you can add just the Ticketing add-on to your current plan, and only pay Timely a transactions fee.
To add the Timely Ticketing add-on to your plan, you have to be logged in into your Timely Event Management Software account. Then on the Events page, on the Add Event section, scroll down until you see the Cost and Tickets option. Click on the arrow to expand the options, then click on one of the four ticketing options available:
The options Entry Fee and External Tickets are available to all plans because they don’t use the Timely Ticketing feature.
When you click on one of the four options listed above, you will be able to see a message letting you know that you can have the Ticketing Add-on and start using this feature ASAP. Check the image below to see how it looks like.
To add the ticketing add-on click on the yellow button Activate.
Once you click on the Activate button, you will be redirected to another page so you can add your contact and billing information.
Check your contact information, click the Continue button. Then fill your billing information and click the Subscribe button. If you have a Coupon Code make sure to add this before clicking the subscribe button. It may take a few minutes to activate the add-on once purchased.
The Ticketing Add-on adds zero cost on your plan. You will only pay a tickets transaction fee and a base ticket fee for each ticket sold. The registrations/RSVPs don’t generate cost to your customer, but each RSVP still has the base fee for each RSVP that was acquired through your calendar.
When you sell tickets, you can easily change who pays the ticket transaction fees. You can choose to pass this fee on to your customers, or absorb them into the ticket price and pay them yourself. This applies only to paid events, since free events do not carry any fees. Learn all the steps at this helpful user guide: How to Change Who Pays Ticket Fees (Pass On or Absorb).
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.
Depending on the type of event that you are hosting, you can have a variety of ticketing options. Some events are open to the public, while others require pre registration or even ticket purchase to participate. With a Timely account, you can easily set up the cost and tickets of your events. Learn all the steps in this post.
When you add or edit an event, you can scroll down the right green panel until you find the Cost and Tickets section. First, click on the arrow to expand the options. Then, click on the dropdown to see all the options available to you.
Currently, the ticketing options available are:
No Tickets is the default option. That means that no ticketing option is selected for the event. This option is suitable for free events that are open to the public and do not require pre registration.
If you are hosting a free event, you can use Timely event registration tools to collect pre registrations online. This is particularly useful if you have space capacity limitations, or simply want to know in advance who is coming to your event.
The registration options for free events are:
Using Timely RSVP tools, you can offer your attendees the simple Event Registration / RSVP or the advanced Time Slot Registration / RSVP. In both situations, your clients will not be charged to pre register for the event. If you do not have this feature in your plan, contact us to upgrade your account.
For more information, check out these useful user guides: How to Set Up Event Registration / RSVP for your Free Events, and How to Set Up Time Slot Registration / RSVP for your Free Events.
Important: If you have the Ticketing Add-on option enabled in your plan, your customer will not need to pay any fee when they register for your events. However, you will have to pay Timely for each RSVP that is generated according to the applicable base fee.
If you are running a paid event, it is wise to inform your audience about the cost and tickets of your event. The types of paid events settings currently available are:
The Entry Fee option is applicable when you are not selling any tickets in advance and only collecting money at the door. Since this process is not managed by Timely, you simply inform the price to your event and press Save.
The other two ticket types - Event Ticket and Time Slot Ticket - are used to sell tickets online using Timely Ticketing tools. If you do not have this feature in your plan, contact us to upgrade your account.
For more information, check out these useful user guides: How to Set Up Event Tickets for your Paid Events, and How to Set Up Time Slot Tickets for your Paid Events.
Important: If you have the Timely Ticketing Add-on option enabled in your plan, you can choose to pass the transactional fee on to your customers, or absorb it into the ticket price and pay it yourself. For more information, check this helpful user guide: How to Change Who Pays Ticket Fees (Pass On or Absorb).
If you are using another ticketing service provider to sell tickets to your events, you can choose the External Tickets option. Next, you will be able to add the Tickets URL and the Cost of the ticket directly in the available fields.
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 easily set up event registration / RSVP for your free events. If you are running a free event, you can use "Event Registration / RSVP" setting for your event listing. This feature is particularly useful if you do not want your attendees to purchase a ticket, but still want to know in advance who is coming to your event. Learn all the steps here.
Collecting pre registrations and RSVPs for your event is very easy with Timely. If you do not have this feature in your plan, contact us to upgrade your account.
After logging into your account, go to the Events menu. You can create a new event or select the event you want to add the pre registration feature.
First, go to the Cost and Tickets section of your event, where you find all the RSVP and ticketing options. Then, select Event Registration / RSVP on the dropdown menu, just below "Free Events". A panel will show up. You can click the plus button to add your first ticket block.
Give a name to your ticket block and add a short description. Please note that this information will be visible to your audience in the event page.
You can add as many ticket blocks as you see fit. For example, you can add an adult ticket, a children ticket and a senior ticket. You can also add VIP ticket with limited availability, and regular tickets with more spots available.
You can add additional information to each one of your ticket blocks. This information will not be visible to your audience in the event page. However, it will show up on the automated confirmation emails and PDF ticket they receive after registering for your event. For more information, check how to add additional information to tickets, RSVPs, emails and PDF templates.
If you are hosting a free virtual or hybrid event, you can add an online meeting link as an additional information. As a result, the link will appear in your confirmation emails and PDF tickets. If you want to learn more, read how to add an online meeting link to tickets and emails.
After naming your event registration ticket and adding additional information, set the ticket limits. Add the maximum number of tickets available and the maximum number of tickets a person can get per registration, on the respective fields. If you do not have a limit, simply click on the Unlimited checkbox.
By default, all events have the Available immediately option checked.
However, if you can set up a different event registration start and end date. Simply uncheck the option, and choose the beginning and the end of the registration period. With this feature, you have more control over your RSVPs and their availability to the public.
In addition, you can set the status of each of your event registration types to inform your audience. The options are:
You can use the delete button at the bottom of the section to remove a specific ticket block. This step has to be performed individually by ticket block. In other words, you have to delete them one by one.
Sometimes event organizers need to ask questions or confirm eligibility prior to accepting registration of an attendee. For example, if you are collecting RSVP to an event tailored to an adult audience where alcohol will be served, you can ask participants to confirm if they are over 21 years of age.
With Timely, you can do that at the time of the online event registration. By adding custom fields to your registration / RSVP ticket, you can request any information from customers before they sign up for your event. The questions can be answered with a simple checkbox or a text field.
The answers to those questions, in text or true/false for the checkbox, can be viewed in the email that is sent to customers after a successful registration.
Moreover, you can make the custom field a required field. Consequently, your customer will have to answer the question before continuing with the event registration.
A great way to keep your attendees informed about the upcoming event is to add notifications to your event. You can add as many notifications as you see fit. By confirming this setting, the system will send automated emails to your event participants reminding them about the event.
If you want to customize the notification emails, you can change the respective template. For more information, read this helpful user guide: How to Customize Event RSVP and Ticket Email Templates.
When you are done creating the registration / RSVP for your event, make sure you check the I agree to all Terms checkbox to proceed.
The final step is to scroll down the page and hit the Publish button. You can also click on the button Save as draft in case you want to review your event and publish it later.
When you are done setting up the event registration / RSVP for your free event, you can check how it looks in your public calendar. The registration / RSVP checkout box with your ticket types will show up exactly as you have configured them.
With Timely, you can not only collect online registrations for your free events, but also time slot- based registrations for free events, and sell event tickets, and time slot tickets for your paid events.
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 Timely, you can easily set up time slot registration / RSVP for your free events. If you are running a free event that requires time slot registration, you can use "Time Slot Registration / RSVP" setting for your event listing. This feature is particularly useful if your event happens on specific slots of time and has limited availability, and participants need to pre register to attend the event. Learn all the steps below.
Collecting pre registrations and RSVPs for your free event with time slots is very easy with Timely. If you do not have this feature in your plan, contact us to upgrade your account.
After logging into your account, go to the Events menu. You can create a new event or select the event you want to add the pre registration with time slots feature.
First, go to the Cost and Tickets section of your event, where you find all the RSVP and ticketing options. Then, select Time Slot Registration / RSVP on the dropdown menu, just below "Free Events". A panel will show up. You can click the plus button to add your first ticket block.
Give a name to your ticket block and add a short description to let your audience know what it is about. Please note that this information will be visible to your audience in the event page.
For example, if you have a Yoga studio and offer free yoga classes to new students on specific dates and times, you can set the free classes as time slots in your class schedule.
You can add additional information to each one of your ticket blocks. Note that this information will not be visible to your audience in the event page. However, it will show up on the automated confirmation emails and PDF ticket they receive after registering for your event. For more information, check how to add additional information to tickets, RSVPs, emails and PDF templates.
If you are hosting a free virtual or hybrid event, you can add an online meeting link as an additional information. As a result, the link will appear in your confirmation emails and PDF tickets. If you want to learn more, read how to add an online meeting link to tickets and emails.
Add as many time slots as you need. In our example, there are slots for one class between 7 AM and 8 AM, for another between 8 AM and 9 AM, and for a third one between 9 AM and 10 AM. Your customers will be able to select the best time for them, and register for the free yoga class.
You can also set the maximum number of tickets available and the maximum number of tickets a person can get per registration. If you do not have a limit, simply click on the unlimited checkbox.
By default, all events have the Available immediately option checked.
However, if you wish you can set up different registration start and end dates. Simply uncheck the option, and choose the beginning and the end of the registration period.
With this feature, you have more control over your time slot RSVPs and their availability to the public. For instance, if your event is recurring (e.g. happens every Wednesday morning), and you want people to register for the most upcoming event instead of an event too far in the future.
In addition, you can set the status of each of your time slot registration types to inform your audience. The options are:
You can use the delete button at the bottom of the section to remove a specific ticket block. This step has to be performed individually by ticket block. In other words, you have to delete them one by one.
Sometimes event organizers need to ask questions or confirm eligibility prior to accepting registration of an attendee. For example, if you are collecting RSVPs to a parent-teacher conference, you can ask participants to type the name of their child or their grade.
With Timely, you can do that at the time of the online time slot registration. By adding custom fields to your registration / RSVP ticket, you can request any information from participants before they choose their time slot. The questions can be answered with a simple checkbox or a text field.
The answers to those questions, in text or true/false for the checkbox, can be viewed in the email that is sent to customers after a successful registration.
Moreover, you can make the custom field a required field. Consequently, your attendees will have to answer the question before continuing with the time slot registration.
A great way to keep your attendees informed about the upcoming event is to add notifications to your event. You can add as many notifications as you see fit. By confirming this setting, the system will send automated emails to your event participants reminding them about the event.
If you want to customize the notification emails, you can change the respective template. For more information, read this helpful user guide: How to Customize Event RSVP and Ticket Email Templates.
When you are done creating the registration / RSVP for your event, make sure you check the I agree to all Terms checkbox to proceed.
The final step is to scroll down the page and hit the Publish button. You can also click on the button Save as draft in case you want to review your event and publish it later.
When you are done setting up the time slot registration / RSVP for your free event, you can check how it looks in your public calendar. The registration / RSVP checkout box with your ticket types will show up exactly as you have configured them.
With Timely, you can not only collect time slot-based registrations for free events, but also online single event registrations for free events, and sell event tickets and time slot tickets for paid events.
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 Timely, you can easily set up event ticket for your paid events. If you are hosting a paid event, you can use the "Event Ticket" setting for your event listing. This feature is particularly useful if you want your attendees to purchase a ticket online in advance of the event. Learn all the steps in this post.
Selling tickets for your event is very easy with Timely event management solutions. If you do not have this feature in your plan, contact us to upgrade your account.
After logging into your account, go to the Events menu. You can create a new event or select the event you want to add the ticketing feature.
First, go to the Cost and Tickets section of your event, where you find all the RSVP and ticketing options. Then, select Event Ticket on the dropdown menu, just below "Paid Events". A panel will show up. Next, you can select the billing account, the currency, any promotional codes you have already created, and your tax options.
After selecting the necessary information, click the plus button to add the first ticket block.
Give a name to your ticket block and add a short description. Please note that this information will be visible to your audience in the event page.
You can add as many ticket blocks as you see fit. You can add an individual price (ticket cost) for each one of the ticket blocks. For example, you can add an early bird ticket to encourage attendees to buy tickets as early as possible by offering them a price discount. You can also create a VIP ticket with limited availability, and General Admission tickets with more spots available.
You can add additional information to each one of your ticket blocks. This information will not be visible to your audience in the event page. However, it will show up on the automated confirmation emails and PDF ticket they receive after purchasing tickets for your event. For more information, check how to add additional information to tickets, RSVPs, emails and PDF templates.
If you are hosting a paid virtual or hybrid event, you can add an online meeting link as an additional information. As a result, the link will appear in your confirmation emails and PDF tickets. If you want to learn more, read how to add an online meeting link to tickets and emails.
If you are using the Timely Ticketing Add-on, you can choose to pass this fee on to your customers, or absorb them into the ticket price and pay them yourself.
For more information on how to pass the cost fee to your final customer, check this useful user guide: How to Change Who Pays Ticket Fees (Pass On or Absorb).
After naming your event ticket and adding additional information, set the ticket limits. Add the maximum number of tickets available and the maximum number of tickets a person can get per registration, on the respective fields. If you do not have a limit, simply click on the Unlimited checkbox.
By default, all events have the Available immediately option checked.
However, you can set up a different event ticket sale start and end date. Simply uncheck the option, and choose the beginning and the end of the ticket sale period.
With this feature, you have more control over your ticket sales and their availability to the public. For instance, if you are hosting a large gathering (e.g. a music show, fundraising or conference), and want to sell separate ticket lots depending on how close you are from the event date. In this situation, you can create various ticket types in different time phases, by selecting their respective selling start date, and expiration date.
In addition, you can set the status of each of your event ticket types to inform your audience. The options are:
You can use the delete button at the bottom of the section to remove a specific ticket block. This step has to be performed individually by ticket block. In other words, you have to delete them one by one.
Sometimes you may need to ask questions or confirm eligibility prior to selling tickets to attendees. For example, if your event is tailored to an adult audience where alcohol will be served, you can ask participants to confirm if they are over 21 years of age.
With Timely, you can do that at the time of the online ticket purchase. By adding custom fields to your event ticket, you can request any information from customers before they finalize the purchase. The questions can be answered with a simple checkbox or a text field.
The answers to those questions, in text or true/false for the checkbox, can be viewed in the email that is sent to customers after a successful ticket purchase.
Moreover, you can make the custom field a required field. Consequently, your customer will have to answer the question before buying the event ticket.
A great way to keep your attendees informed about the upcoming event is to add notifications to your event. You can add as many notifications as you see fit. By confirming this setting, the system will send automated emails to your event participants reminding them about the event.
If you want to customize the notification emails, you can change the respective template. For more information, read this helpful user guide: How to Customize Event RSVP and Ticket Email Templates.
When you are done creating the ticket for your event, make sure you check the I agree to all Terms checkbox to proceed.
The final step is to scroll down the page and hit the Publish button. You can also click on the button Save as draft in case you want to review your event and publish it later.
When you are done setting up the event ticket for your paid event, you can check how it looks in your public calendar. The event ticket checkout box with your ticket types will show up exactly as you have configured them.
With Timely, you can not only sell event tickets, but also sell time slot tickets for your paid events, and collect single event registrations and time slot- based registrations for your free events.
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 Timely, you can easily sell time slot-based tickets for your paid events. If you are hosting a paid event that requires people to register based on time slots, you can use the "Time Slot Ticket" setting for your event listing. Learn all the steps in this post.
Selling time slot-based events is very easy with Timely event management solutions. If you do not have this feature in your plan, contact us to upgrade your account.
After logging into your account, go to the Events menu. You can create a new event or select the event you want to add the time slot ticket feature.
First, go to the Cost and Tickets section of your event, where you find all the RSVP and ticketing options. Then, select Time Slot Ticket on the dropdown menu, just below "Paid Events". A panel will show up. Next, you can select the billing account, the currency, any promotional codes you have already created, and your tax options.
After selecting the necessary information, click the plus button to add the first ticket block.
Give a name to your ticket block and add a short description. Please note that this information will be visible to your audience in the event page.
For example, if you are hosting a job fair and want to allow attendees to book appointments with career advisors for a fee, you can create different time slots for each advisor according to their availability.
You can add as many time slot ticket blocks as you see fit. You can add an individual price (ticket cost) for each one of the ticket blocks. In our example, there is one appointment slot from 2 PM to 2:20 PM, a second slot from 2:20 PM to 2:40 PM, and a third slot from 2:40 PM to 3 PM. Event participants will be able to select the best time for them.
You can also set the maximum number of tickets available and the maximum number of tickets a person can get per registration. If you do not have a limit, simply click on the unlimited checkbox.
You can add additional information to each one of your ticket blocks. This information will not be visible to your audience in the event page. However, it will show up on the automated confirmation emails and PDF ticket they receive after purchasing time slot tickets for your event. For more information, check how to add additional information to tickets, RSVPs, emails and PDF templates.
If you are hosting a paid virtual or hybrid event, you can add an online meeting link as an additional information. As a result, the link will appear in your confirmation emails and PDF tickets. If you want to learn more, read how to add an online meeting link to tickets and emails.
If you are using the Timely Ticketing Add-on, you can choose to pass this fee on to your customers, or absorb them into the ticket price and pay them yourself.
For more information on how to pass the cost fee to your final customer, check this useful user guide: How to Change Who Pays Ticket Fees (Pass On or Absorb).
After naming your time slot-based event and adding additional information, set the ticket limits. Add the maximum number of tickets available and the maximum number of tickets a person can get per registration, on the respective fields. If you do not have a limit, simply click on the Unlimited checkbox.
By default, all events have the Available immediately option checked.
However, you can set up a different appointment ticket sale start and end date. Simply uncheck the option, and choose the beginning and the end of the ticket sale period.
With this feature, you have more control over your time slot ticket sales and their availability to the public.
In addition, you can set the status of each of your time slot ticket types to inform your audience. The options are:
You can use the delete button at the bottom of the section to remove a specific ticket block. This step has to be performed individually by ticket block. In other words, you have to delete them one by one.
Sometimes you may need to ask questions or confirm eligibility prior to booking appointments with your attendees. For example, if you offer a cheaper price for members, you can ask them to inform their membership number prior to booking the appointment.
With Timely, you can do that at the time of the online appointment booking. By adding custom fields to your time slot-based ticket, you can request any information from customers before they finalize the purchase. The questions can be answered with a simple checkbox or a text field.
The answers to those questions, in text or true/false for the checkbox, can be viewed in the email that is sent to customers after a successful ticket purchase.
Moreover, you can make the custom field a required field. Consequently, your customer will have to answer the question before buying the time slot ticket.
A great way to keep your attendees informed about the upcoming appointment is to add notifications to your event. You can add as many notifications as you see fit. By confirming this setting, the system will send automated emails to your event participants reminding them about the appointment.
If you want to customize the notification emails, you can change the respective template. For more information, read this helpful user guide: How to Customize Event RSVP and Ticket Email Templates.
When you are done creating the ticket for your event, make sure you check the I agree to all Terms checkbox to proceed.
The final step is to scroll down the page and hit the Publish button. You can also click on the button Save as draft in case you want to review your event and publish it later.
When you are done setting up the time slot-based ticket for your paid event, you can check how it looks in your public calendar. The appointment checkout box with your ticket types will show up exactly as you have configured them.
Now you can check your public calendar. The Time Slot Ticket option will show up as you have configured them.
With Timely, you can not only sell time slot tickets, but also sell event tickets for your paid events, and collect single event registrations and time slot- based registrations for your free events.
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 and Timely Ticketing Add-on, you can easily change who pays the ticket transaction fees. You can choose to pass on the fee to your customers, or absorb the fees into the ticket price and pay them yourself. This applies only to paid events, since free events do not carry any fees. Learn all the steps here.
If you want to be able to sell ticket from your Timely event management application, you can sign-up for Timely Ticketing plan as an add-on.
Currently, there is no fixed fee for this add-on. Timely will only charge you a ticket fee for each transaction and ticket sold. Contact us to learn more.
For events with paid tickets, by default the owner of the calendar absorbs the fees.
This means that your customers just pay the ticket price of the ticket, and you owe Timely the transaction fees. Later, Timely will send you an invoice for the service fees based on the total amount of tickets sold.
If you prefer, you can pass on the transaction fee to your customers. With this option, the event attendee pays the fee on top of the ticket price, and you receive the full price of each ticket.
You can enable this feature with just few steps:
1) Log into your Timely account.
2) Select the event you want to pass the fee on or create a new event.
3) In the section "Cost and Tickets", select "Timely Tickets & RSVPs".
4) When adding the ticket cost, enable the checkbox that reads “Include transaction fee”.
5) Click on "Publish" to save your settings.
Your event attendees will see the total ticket price with the transaction fee already included in the final price.
Timely transaction fees will vary depending on your Ticketing Agreement with Timely. Anyway, let's use the following transaction fees as an example: CAD $0.90 (per ticket) + 2.5% of the ticket cost.
Ticket
Ticket cost: $10
Transaction fee: $ 1.15
If you decided to absorb the fees, then your event attendees will pay $10 per ticket, and you will pay Timely the fee of $ 1.15.
If you decided to pass on the fees, then your customer will pay $11.15 per ticket. You will receive $10 and Timely will receive $1.15.
In all cases, the charge of CAD $1.15 will be made per ticket sold. It will only change who will be responsible for the payment, either you or your customers.
You can check if your ticket fees are being properly absorbed or passed on Invoices in your Ticketing menu. There, you will be able to access and download the CSV file with the ticket fee information for each invoice.
Next, locate and select the invoice. To download the CSV, go to the combo box right over the list of invoices and click on it to find the option Export to CSV. Click on the option and the download will begin immediately.
When you open the CSV you can find the ticket fee information. For example, on the image below, the fee was passed on and the column contains the word “Yes” indicating that the fee was passed on to the attendee. It also contains the value of the fee and the currency of the transaction.
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.
A quick-response code (aka QR Code) simply put is a machine-scannable image. It consists of several black and white squares and dots. It is typically used for storing data that can be read by a camera app on a smartphone.
Basically, QR codes work in the same way barcodes at the supermarket. For events, they are very useful. Since each event ticket has a unique QR code, it speeds up the event check-in process, helps keep track of who has arrived at the event, and prevent ticket fraud.
Timely automatically creates an individual QR code for each of your tickets. Therefore, you do not need to worry about generating QR codes from external sources.
The first step to use this feature is to find your event in the the QR Code tab. The QR Code tab is located in the Ticketing menu in your Timely dashboard.
Alternatively, you can manually click on the “Marked as scanned” button for each participant.
At the end, you can click on the “View summary” button to check the status of your event.
Once you have selected your event, a list of attendees will be displayed. Then, you can click on the “Scan QR Code” button to use your phone camera to scan the event tickets or RSVPs. You may need to click "OK" on your device to allow it to use your camera app.
After that, just point the camera at the QR code on the event ticket you want to scan. It can be a paper ticket or an e-ticket on a smartphone screen. If the ticket presented has the right QR code for the event, the system will scan it properly. Then, the ticket will be marked as scanned in the attendee’s list.
Sometimes, there is an issue with the camera, and it cannot scan the QR code. Or, the attendee forgot to bring the event ticket, so you cannot scan it. In these situations, you may want to browse the attendees' list, confirm the person had purchased the ticket, and then allow him/her to enter the event.
To keep everything neat in your Timely system and be able to better control your event attendance, we recommend you manually mark the ticket as scanned. You can do that by clicking on the “Mark as scanned” button, in the Action column of the attendee’s list in the QR Code Tab.
At any time you can click the button “View summary” at the top of your screen. A popup will show on the screen. You will be able to see your event information, such as total number of tickets, tickets available for sale, number of tickets sold, and if the tickets were scanned or not scanned yet.
To download the list of attendees of an event, click on the event you want to download the list from in the QR Code tab. After choosing the event, you can click on the “Download attendees list” blue button.
The system will generate a CSV file. Once you open the CSV file, you can see the list of attendees.
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 customize your event RSVP and ticket email templates. This is a way to personalize the emails your customers receive when they rsvp or buy an event ticket from you. You may want to do that to elevate your brand and improve your customer experience.
In your account dashboard, click on Settings > Templates. You have the option to customize your RSVP and your Tickets email templates.
There are many types of templates you can edit:
This user guides you on how to edit the email templates, that are:
Notifications
For PDF Templates, please check this helpful guide How to Customize Event RSVP and Ticket Email Templates.
Choose which template you want to customize and click on the Edit button. Then, a box will open and you will be able to edit your email template.
Timely allows you to customize your email template subject. To change the default fields, simply click on the Email Subject Line field and change the text accordingly.
In the first version of the Email Templates the only dynamic field that can be added to the Email Subject Line is the Event Title. We plan to add more dynamic variables in the next feature update.
Timely allows you to customize your email template content in a variety of ways, from changing the default fields to adding your own custom text.
You can change the following sections of the email template:
You can also insert or edit a hyperlink using the Insert/edit link button, next to the underline button in the editing toolbar.
When you click the button a box will appear and you can add the following properties:
For example, to add a link to Timely’s Event Management Software web page in a new window, you can set the properties to:
You can also add your own email so your client can contact your support directly. For example, let’s use the Event Changes Notification Template. In the body section, in the default template there is a sentence “If you have any concerns, please contact support”.
To add your own email to this sentence, you can select the “contact support” part of the sentence and click on the hyperlink button.
Fill the URL field with “mailto:” and your support email. For example “mailto:support@mycompany.com”.
You can send a preview and check if the email is correct and working.
To change default fields, simply click on the Dynamic fields dropdown menu in the area you want to edit.
Dynamic fields are a feature that pulls information directly from your database, and populates your email template automatically, instead of typing them out every time.
You may want to use dynamic fields to quickly pull in your clients’ contact details, such as name and email address, or your event details, like event title, date and location. Usually, dynamic fields are used to personalize standard messages.
The example below shows the Content Header Dynamic fields options:
And here is how the dynamic fields look like after being added to the content area:
| Field Code | Field Name | Description |
addToCalendar | Add to Calendar | When this hyperlink is clicked by a user, the event is added to their own calendar |
| calendarIcon | Calendar Icon | The image icon for the calendar where the tickets were purchased or RSVP'd. |
| calendarLogo | Calendar Logo | The image logo for the calendar where the tickets were purchased or RSVP'd. |
| calendarTitle | Calendar Title | The title of the calendar where the tickets were purchased or RSVP'd. |
| calendarUrl | Calendar URL | The website address of the calendar where the tickets were purchased or RSVP'd. |
| customerEmail | Customer Email | The email of the customer who purchased or RSVP'd. |
| customerFirstName | Customer First Name | The first name of the customer who purchased or RSVP'd. |
| customerLastName | Customer Last Name | The last name of the customer who purchased or RSVP'd |
| eventDate | Event Date | The date of the event where the tickets were purchased or RSVP'd. |
| eventTitle | Event Title | The title of the event where the tickets were purchased or RSVP'd. |
| eventURL | Event URL | The event URL or link where individuals can RSVP or purchase tickets to the event. |
| extraInformation | Extra Information | This field lets the user add additional information to an event that can be added in the Event Details page for each specific event. |
| organizerInformation | Organizer Information | |
| quantity | Quantity | The total number of tickets purchased or RSVP'd. |
| ticketInformation | Ticket Information | Any extra field added to the Ticket or RSVP template will be listed in the email in the following format: Ticket: John Doe E-mail: johndoe@fakemail.local First question Answer for first question Second question Checked Ticket: Jane Doe E-mail: janedoe@fakemail.local First question Answer for first question Second question Not checked |
| ticketInformationWithCancellation | Ticket Information with link to cancel tickets | Any extra field added to the Ticket or RSVP template will be listed in the email in the following format with the cancellation link: Ticket: John Doe E-mail: johndoe@fakemail.local First question Answer for first question Second question Checked If you want to cancel click here. Ticket: Jane Doe E-mail: janedoe@fakemail.local First question Answer for first question Second question Not checked If you want to cancel click here. |
| venueAddress | Venue Address | The address of the Venue where the event will take place. |
| venueCity | Venue City | The City of the Venue where the event will take place. |
| venueName | Venue Name | The name of the Venue where the event will take place. |
| venueWebsite | Venue Website | The URL of the Venue where the event will take place if it is an online event, or the URL where you can find information online about an event. |
| Field Code | Field Name | Description |
| rsvpCode | RSVP Number | The unique number generated by the system regarding the RSVP of the event. |
| rsvpDate | RSVP Date | The date when the customer RSVP'd to the event. |
| Field Code | Field Name | Description |
| orderCode | Order Number | The unique order number generated by the system regarding the purchase of the event. |
| orderDate | Order Date | The date when the customer purchased the event. |
You can also add your own email address, so your client can contact you directly for support. Let’s use the Event Changes Notification Template as an example. In the body section, in the default template there is a sentence “If you have any concerns, please contact support.”
To add your own email to this sentence, you can select the contact support part of the sentence and click on the hyperlink button.
Fill the URL field with “mailto:” and your support email. For example, “mailto:support@mycompany.com”
You can send a preview and check if the email is correct and working.
After editing your event confirmation email template, you can send a test email to see how your edits look. Type a valid email address on the box and then click on the Preview Newsletter button.
After you’ve made the appropriate changes to your rsvp or ticket email template, click the Save button to save your work.
If you decide to discard the changes you've made to the template, just click on the cancel button and none of the last changes will be recorded.
While you are editing an email template, you can click the Restore Default button. This command will erase all the changes made and return the email to the original template provided by Timely. Caution: this option will erase all the content previously modified.
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 and Timely event ticketing plan or ticketing add-on, you can customize your RSVP PDF and the Ticket PDF templates. Moreover, you can add or remove dynamic information to the templates and make it more adapted to your needs. This functionality is useful for creating a more personalized ticket experience for your customers. Learn all the steps here.
Timely's standard PDF template, for both tickets and RSVPs / Registrations, has a clean and modern design. The image below shows an example of the Ticket PDF a customer will receive by email after buying an event ticket.
To customize your event RSVP or Ticket pdf template, go to your Timely account dashboard, and then click on Settings>Templates. There are many types of templates you can edit, including emails and PDF templates. They are separated by type.
Choose which template you want to customize. Either Ticket PDF Template or RSVP PDF Template. Then, click on the “Edit” button. A box will open on the right panel and you will be able to edit your PDF Template.
The templates will vary depending on whether they are Ticket or RSVP, but the changes are minor in the default templates and you can customize the template for each of them separately. By doing so you can create customized templates that are unique both for tickets and RSVP.
Remember that you can always go back to the original template by clicking the Restore Default Button at the end of the page.
Timely allows you to customize your PDF template content in a variety of ways, from changing the default fields to adding your own custom text.
You can change the following sections of the PDF template:
You can also insert or edit a hyperlink using the Insert/edit link button, next to the underline button in the editing toolbar.
When you click the button a box will appear and you can add the following properties:
For example, to add a link to Timely’s Event Management Software web page in a new window, you can set the properties to:
Dynamic fields are a feature that pulls information directly from your event database, and populates your email template automatically, instead of typing them out every time.
You may want to use dynamic fields to quickly pull in your clients’ contact details, such as name and email address, or your event details, like event title, date and location. Usually, dynamic fields are used to personalize standard messages.
The example below shows the Content Header and Body dynamic fields options:
| Field Code | Field Name | Description |
addToCalendar | Add to Calendar | When this hyperlink is clicked by a user, the event is added to their own calendar |
| attendeeFullName | Attendee Full Name | The full name of the attendee |
| calendarIcon | Calendar Icon | The image icon for the calendar where the tickets were purchased or RSVP'd. |
| calendarLogo | Calendar Logo | The image logo for the calendar where the tickets were purchased or RSVP'd. |
| calendarTitle | Calendar Title | The title of the calendar where the tickets were purchased or RSVP'd. |
| calendarURL | Calendar URL | The website address of the calendar where the tickets were purchased or RSVP'd. |
| customerEmail | Customer Email | The email of the customer who purchased or RSVP'd. |
| customerFirstName | Customer First Name | The first name of the customer who purchased or RSVP'd. |
| customerLastName | Customer Last Name | The last name of the customer who purchased or RSVP'd. |
| endDate | End Date | The end date of the event |
| endTime | End Time | The end time of the event |
| eventDate | Event Date | The date of the event where the tickets were purchased or RSVP'd. |
| eventThumbnail | Event Image | |
| eventTitle | Event Title | The title of the event where the tickets were purchased or RSVP'd. |
| eventURL | Event URL | The event URL or link where individuals can RSVP or purchase tickets to the event. |
| extraInformation | Additional Information | This field lets the user add additional information to an event that can be added in the Event Details page for each specific event. |
| qrCode | QR Code | This dynamic field will print the QR Code in the PDF template. |
| qrCodeImage | QR Code Image | This dynamic field will print the QR Code image in the PDF template. |
| quantity | Quantity | The total number of tickets purchased or RSVP'd. |
| startDate | Start Date | The start date of the event. |
| startTime | Start Time | The start time of the event. |
| ticketInformation | Ticket Information | Any extra field added to the Ticket or RSVP template will be listed in the email in the following format: Ticket: John Doe E-mail: johndoe@fakemail.local First question Answer for first question Second question Checked Ticket: Jane Doe E-mail: janedoe@fakemail.local First question Answer for first question Second question Not checked |
| ticketInformation WithCancellation | Ticket Information with link to cancel tickets | Any extra field added to the Ticket or RSVP template will be listed in the email in the following format with the cancellation link: Ticket: John Doe E-mail: johndoe@fakemail.local First question Answer for first question Second question Checked If you want to cancel click here. Ticket: Jane Doe E-mail: janedoe@fakemail.local First question Answer for first question Second question Not checked If you want to cancel click here. |
| venueTitle | Venue | The name of the Venue where the event will take place. |
| venueAddress | Venue Address | The address of the Venue where the event will take place. |
| venueCity | Venue City | The City of the Venue where the event will take place. |
| venueWebsite | Venue Website | The URL of the Venue where the event will take place if it is an online event, or the URL where you can find information online about an event. |
| Field Code | Field Name | Description |
| rsvpNumber | RSVP # | The order number of the RSVP / Registration ticket. |
| rsvpName | RSVP Name | The ticket type name you gave in the Event Details page. The type/name of the RSVP. |
| Field Code | Field Name | Description |
| currency | Currency | The currency of the ticket of the event. |
| ticketNumber | Ticket # | The order number of the ticket. |
| ticketName | Ticket Name | The ticket type name you gave in the Event Details page. The type/name of the ticket. |
| ticketPrice | Ticket Price | The price of the ticket. |
After editing your template, you can preview the PDF simply by clicking the Preview PDF button. Then, a new tab will open and you can visualize the changes you made to your custom PDF template.
After you’ve made the appropriate changes to your rsvp or ticket pdf template, click the Save button to save your work.
If you decide to discard the changes you've made to the template, just click on the cancel button and none of the last changes will be recorded.
While you are editing a pdf template, you can click the Restore Default button. This command will erase all the changes made and return the pdf to the original template provided by Timely. Caution: this option will erase all the content previously modified.
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 and Timely event ticketing plan or ticketing add-on, you can easily add additional information to tickets, RSVPs, emails and PDF templates. This feature is useful for many clients, in particular for those who host online events and want to send the event link to attendees in an automated way. Learn all the steps below.
You can add any additional information using the “Extra information” field. This can be a website, further instructions, or an Online Meeting Link that will be displayed in the ticket or RSVP and can also be used in the Email or PDF Templates.
When your attendees register for your events, they will receive the event ticket with the additional information you entered in the box.
Additionally, you can add the additional information to your email and PDF templates. You do that by using the dynamic field extra information in your email template. Please note that you need to add the information in the extra information field in your ticket, as explained above, prior to setting it up in your email and PDF templates.
To illustrate, we will use the Ticket PDF Template that already contains the extra information. Go to Settings> Templates> Ticket PDF Template> Edit. The "Extra Information" is a dynamic field you will find at the Body of the template and you can change the place where it will display in the ticket PDF that is sent to your customer when buying a ticket. This field is also on the default template for the RSVP PDF Template. And you can add the dynamic field everywhere else on Email 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 easily refund or cancel individual event tickets and RSVPs. It happens instantly and automatically, with the click of a button. Since the whole process is automated, you do not need to perform any additional manual action. Learn all the steps in this post.
For event tickets, you should use the Refund feature when you want to refund the customer the money paid for the ticket. If, for any reason, you do not want to return the money paid, you should use the Cancel feature instead.
For RSVPs, you will only use the Cancel feature. Because RSVPs are used to confirm attendance to free events, there is no fee involved. Thus, if the attendee decides not to go to the event, there is no amount to refund. The only action required from you is to cancel the RSVP.
Please note that single tickets have a corresponding invoice, and invoices may have one or more tickets. To refund or cancel an invoice, please go to How to Refund or Cancel an Invoice.
The first step to refund or cancel an event ticket or RSVP is to locate it on your Timely dashboard. In the Ticketing menu of your Timely dashboard, go to the Tickets / RSVP tab.
You will see a list of all tickets and RSVPs, individually. The list starts from the most recent ticket / RSVP sold.
To facilitate the search, you can use the filters. The filtering options are: purchase date range, event title, attendees's name, order id, ticket type and ticket status.
In the Tickets/RSVP tab you can view single tickets and RSVPs only. If a customer buys one or more tickets or RSVPs, each of them will have a single entry.
After locating the ticket you want to refund, click over it and find the Refund option.
You will see a popup message on your screen. Click "Yes" for the system to process the refund. Please note that if you refund a ticket, you will not be able to cancel it later.
After locating the ticket you want to cancel, click over it and find the Cancel option.
A popup message will appear on your screen, asking you to confirm. Click "Yes" for the system to process the cancellation. Note that if you cancel a ticket, you will not be able to refund it later.
After locating the RSVP you want to cancel, click over it and find the Cancel option.
Confirm the popup message, so the system can process the RSVP cancellation.
With Timely event ticketing plan or add-on, the whole refund and cancellation process is performed automatically. Once you confirm the refund or cancellation action, the system will:
Because no additional manual process is required from you, this feature saves you time and increase your productivity!
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.