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, you can add the Ticketing add-on to your current plan or upgrade it to a more comprehensive plan that has the Ticketing feature included.

1. How to Add the Ticketing Add-On to Your Plan

Follow these steps to add the Timely Ticketing add-on to your plan:

  1. Log in into your Timely account;
  2. On the Events page, on the Add Event section, scroll down until you see the Cost and Tickets option;
  3. On the Cost and Tickets section, click on the arrow to expand the options;
  4. Then, choose 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.

  1. 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.
print screen of the message displayed to active ticketing add-on
  1. To add the Ticketing Add-On, just click on the yellow button Activate.

2. How to Activate your Ticketing Add-On

Once you click on the Activate button, you will be redirected to another page so you can add your contact and billing information.

print screen to add contact and billing information in order to activate the ticketing add-on
  1. Check your contact information;
  2. Then click the Continue button;
  3. Fill your billing information, and
  4. Lastly, 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.

If you have any Timely Free Plan, adding this add-on does not mean that you have a subscription with us. What it means is though is that, if you end up using our ticketing solution, you will have to pay us a tickets transaction fee and a base ticket fee for each ticket sold.

Please note that the registrations/RSVPs don’t generate cost to your customer. However, each RSVP still has the base fee for each RSVP that was acquired through your events calendar.

Importantly, when you sell tickets to paid events, 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.

1. How to Select your Ticketing Option to an Event

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:

print screen of the Cost and Tickets menu in the Published tab in the Events menu

2. How to Choose the Ideal Ticket Type for your Event

No Tickets

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.

Free events

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. 

Paid Events

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.

print screen of the entry fee in the Cost and Tickets option for an event

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).

External Tickets

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.

print screen of the External Tickets option in the Cost and Tickets menu

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.

1. Event Registration / RSVP Basic Settings

Knowing in advance who is coming to your event can help a lot with event planning. With Timely event RSVP software you can easily collect pre registrations and RSVPs for your events. Moreover, since the system does not allow the same spot to be reserved by more than one person, it prevents overbooking. 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.

Create your RSVP Type

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. 

print screen of the panel for creating a 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.

print screen of the first ticket block in Event Registration/RSVP

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.

Add Additional Information

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.

print screen of the second ticket block in Event Registration/RSVP

Limit Ticket Availability

Setting up ticket limits for your event is the best way to keep track of your events’ popularity and be prepared. If you are planning your event for a specific venue or are planning to serve food and drinks to your guests, you don’t want it to be overcrowded or uncomfortable. Knowing in advance how many people will attend your event helps you to plan your venue, catering, parking lot or any additional services you may offer.

On your Timely account, 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.

print screen of the maximum tickets available

When you set a number of tickets for your event, Timely event registration software will update your ticket inventory automatically, every time a spot is reserved. When the number of tickets you set up is over, the event will be considered “sold out”. Consequently, no one will be able to register for that particular event. However, if you check the Unlimited box, Timely event reservation system will accept reservations from guests indefinitely. 

Note that you can change the number of tickets available at any time. You just need to edit your ticket settings on the Costs and Tickets section.

At checkout, your registrants can see how many spots are still available. As people register for your events, the quantity of spots available updates automatically there too.

print screen of event checkout showing number of spots available

Limit Number of Tickets Per Registration

While configuring your ticket preferences, prices and description, you can also set the maximum quantity of tickets available per registration. In other words, this functionality limits how many spots on your event a person can reserve with a single registration.

print screen of maximum tickets per registration settings

By default, our event RSVP software will always limit the number of tickets per registration to ten (10) tickets. If you want to change this setting, just type the right number in the appropriate box.

Event Registration Start and End Date

By default, all events have the Available immediately option checked.

print screen of the available immediately option for immediate registrations to the event

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.

print screen of the option to choose a starting and ending date to determine when your event can be registered by your customers

Event Registration Status

In addition, you can set the status of each of your event registration types to inform your audience. The options are:

Deleting RSVP Ticket Blocks

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.

2. Event Registration Custom Fields

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.

You will receive the answers to those questions by email together with the customers' registration information. 

print screen of a checkbox type extra field

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.

print screen of a text type extra field with the required option checked

3. Event Registration Email Notifications

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.

print screen of the notifications option inside the Cost and Tickets customization

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.

4. Agree with the Terms and Save your Changes

After creating the registration / RSVP for your event, make sure you check the I agree to all Terms checkbox to proceed.

print screen of the checkbox I agree to all terms

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.

print screen of the publish, save as draft and reset buttons

5. Event Registration Checkout in your Event Page

After setting up the event registration / RSVP for your free event, 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.

print screen of the registration option on the public calendar

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.

1. Time Slot Registration / RSVP Basic Settings

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.

Create your RSVP Type

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.

print screen of the first ticket block for a free class

Add Additional Information

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.

print screen of the ticket block in time slots Registration RSVP

Create your Time Slots

Add as many time slots as you need. In the example blow, there are slots for one class between 7 PM and 9 PM. If you want to create more slots, just click on the + Add Slot button.

print screen of the first ticket block with a time slots available for registration

Limit Ticket Availability

While managing your event, you don’t want it to be overcrowded or stressful for your attendees. That’s why you should always set the maximum number of tickets available for your event. This helps you control the ideal venue and quantity of services you want to offer in your event.

If you set a number of tickets, our system updates automatically every time a time slot is reserved until the respective time slot or event “sold out”. Don’t worry, you can change the number of tickets available anytime by editing your event, in the Costs and Tickets section. However, if you check the Unlimited box, your tickets will continue to sell indefinitely. 

print screen of ticket availability settings

Since our event registration system updates every time a time slot is reserved, it also prevents people from booking the same time slot. Therefore, you don’t have to worry about unexpected situations in your events like overbooking or double booking.

At the checkout, your registrants will be able to see how many spots are still available. This number updates automatically as spots are being reserved.

print screen of ticket checkout showing event ticket availability

Limit Number of Tickets Per Registration

While setting up your time slots and the number of tickets available for each time slot, you can also set the maximum number of spots a person can reserve with a single registration.

print screen of maximum tickets per registration settings

Please note that, by default, Timely event RSVP software limits the number of tickets per registration to ten (10) tickets. To change this setting, just type the correct number in the appropriate box.

Time Slot Registration Start and End Date

By default, all events have the Available immediately option checked.

print screen of the available immediately option for immediate registrations to the event

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.

print screen of the option to choose a starting and ending date for time slot registration

Time Slots Registration Status

In addition, you can set the status of each of your time slot registration types to inform your audience. The options are:

Deleting Time Slot RSVP Ticket Blocks

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.

2. Time Slot Registration Custom Fields

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. 

print screen of a checkbox type extra field

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.

print screen of a text type extra field with the required option checked

3. Event Registration Email Notifications

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.

print screen of the notifications option inside the Cost and Tickets customization

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.

4. Agree with the Terms and Save your Changes

When you are done creating the registration / RSVP for your event, make sure you check the I agree to all Terms checkbox to proceed.

print screen of the checkbox I agree to all terms

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.

print screen of the publish, save as draft and reset buttons

5. Time Slot Registration Checkout in your Event Page

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.

print screen of the Time Slot Registration RSVP option on the public calendar

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.

1. Event Ticket Basic Settings

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.

Create your Ticket Type

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.

print screen of the panel for adding the billing information and creating a 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.

print screen of the first ticket block in Event Ticket option

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.

Add Additional Information

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.

print screen of a event ticket with additional information

Ticket Cost

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).

Limit Ticket Availability

After naming your event ticket and adding additional information, set the ticket limits. Add the maximum number of tickets available, on the respective field.

print screen of the maximum tickets available

It’s important to remember that once you set a limit, Timely event ticketing system will automatically update every time a ticket is sold until the event is "sold out". Nevertheless, you can change the quantity of tickets available for purchase in the event description any time you want.

If you do not have a limit, simply click on the Unlimited checkbox. In this situation, our event ticketing software will continue to sell tickets for this particular event, indefinitely.

When checking out, your event registrants will see how many tickets you still have available. This value updates as you sell tickets.

screen shot of ticket checkout showing number of spots available

Limit Number of Tickets Per Registration

While creating the ticket for your event, you can also set the maximum number of tickets guests can purchase with a single registration.

print screen of maximum tickets per registration settings

By default, Timely event ticketing software limits the number of ticket purchases per registration to ten (10) tickets. To change this setting, just type the correct number in the appropriate box.

Event Ticket Sales Start and End Date

By default, all events have the Available immediately option checked.

print screen of the available immediately option for immediate registrations to the event

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.

print screen of the option to choose a starting and ending date to determine when your event can be registered by your customers

Event Ticket Status

In addition, you can set the status of each of your event ticket types to inform your audience. The options are:

Deleting Event Ticket Blocks

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.

2. Event Ticket Custom Fields

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. 

print screen of a checkbox type extra field

Moreover, you can make the custom field a required field. Consequently, your customer will have to answer the question before buying the event ticket.

print screen of a text type extra field with the required option checked

3. Event Ticket Email Notifications

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.

print screen of the notifications option inside the Cost and Tickets customization

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.

4. Agree with the Terms and Save your Changes

When you are done creating the ticket for your event, make sure you check the I agree to all Terms checkbox to proceed.

print screen of the checkbox I agree to all terms

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.

print screen of the publish, save as draft and reset buttons

5. Event Tickets Checkout in your Event Page

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.

print screen of the ticket type options on the public calendar

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.

1. Time Slot Ticket Basic Settings

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.

Create your Ticket Type

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.

print screen of the time slot ticket settings on Timely dashboard

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.

print screen of a time slot-based event setting on Timely dashboard

Add Additional Information

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.

print screen of a time slot ticket with additional information

Create your Time Slots

Now, you can create your time slots. You can add as many time slot ticket blocks as you see fit by clicking on the + Add Slot button.

print screen of appointment time slot tickets being created on a Timely account

Limit Ticket Availability

After naming your time slot-based event and adding additional information, set the ticket limits. Add the maximum number of tickets available, on the respective field. Since Timely event ticketing system updates your ticket inventory automatically every time you sell a ticket, it keeps track in real time of ticket limits until the event is "sold out". 

print screen of the maximum tickets available

If you do not have a limit, simply click on the Unlimited checkbox and our event ticketing software will sell tickets indefinitely. You can change these settings anytime you want by editing your event, in the Costs and Tickets section of your event settings.

Your event registrants will be able to see the ticket limits on the check out. This value is also updated as your tickets are sold.

print screen of event tickets checkout with number of spots available

Limit Number of Tickets Per Registration

While setting up your time slots and the number of tickets available for each time slot, you can also set the maximum number of tickets event attendees can purchase with a single registration.

print screen of maximum tickets per registration settings

Please note that, by default, Timely event ticketing system limits the number of tickets per registration to ten (10) tickets. If you want to change this setting, just type the correct number in the appropriate box.

Ticket Cost

The next step is to set your ticket price. 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).

Appointment Ticket Sales Start and End Date

By default, all events have the Available immediately option checked.

print screen of the available immediately option for a time slot ticket

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.

print screen of the option to choose a starting and ending date for time slot-based events

Time Slot Ticket Status

In addition, you can set the status of each of your time slot ticket types to inform your audience. The options are:

Deleting Time Slot Ticket Blocks

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.

2. Appointment Ticket Custom Fields

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. 

print screen of a checkbox type extra field

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.

print screen of a text type extra field with the required option checked

3. Appointment Email Notifications

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.

print screen of the notifications option inside the Cost and Tickets customization

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.

4. Agree with the Terms and Save your Changes

When you are done creating the ticket for your event, make sure you check the I agree to all Terms checkbox to proceed.

print screen of the checkbox I agree to all terms

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.

print screen of the publish, save as draft and reset buttons

5. Time Slot Tickets Checkout in your Event Page

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.

print screen of the time slot ticket option on the public calendar with two ticket blocks

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.

Depending on the type of event you are hosting, you may want to have a variety of ticket types and price points to attract more customers. With a Timely account, you can easily create different types of tickets and offer both regular and special access conditions to your event attendees. In this post, you will learn how to set up general admission and VIP tickets on your Timely event software.

1. Why Offering General Admission and VIP Tickets?

When someone chooses to participate in an event, the most important aspect is the experience they’ll have. Of course people go to events and festivals to have fun. However, while some value the experience in general, others may value the privileges they will receive by adding some extra investment to their tickets.

General Admission Tickets

Usually, general admission tickets allow attendees to access a regular area at the event venue (different from the VIP area). Attendees who purchase those types of tickets will be able to choose where to sit, but often will have to be at the event in advance to get good seats. 

While general admission tickets may not offer the most luxurious experience, they offer attendees the opportunity to attend the same event as the VIP ticket holders, but for a lower price.

VIP Tickets

Offering a VIP experience in addition to general admissions can add a lot of value to the audience’s experience. With a VIP ticket, you can offer many perks. For example:

Certainly, it’s different for each type of event, but what doesn’t change is the story they’ll tell and the impression you’ll make by offering a first line treatment to your attendees.

Moreover, they can make good profit for event organizers. Indeed, creating VIP packages can drive ticket sales and increase revenue. In general, VIP ticket buyers are willing to spend more than double the cost of a general admission ticket to upgrade. You just need to ensure the VIP package you offer is worth the additional cost.  

2. Setting Up General Admission Tickets on Timely Software

With Timely Event Registration Software, Event Ticketing Software, Event Booking Software  or Ticketing / RSVP Add-On, you can easily set up general admission tickets for both paid and free events, as well as single event and time slot tickets. The process is as follows:

  1. Login into your Timely account;
  2. Go to Events, then Add or Edit an event; 
  3. Scroll down the right green panel until you find the Cost and Tickets section;
  4. Click on the arrow to expand the options, then, click on the dropdown to see all the ticketing options available to you;
  5. Choose the option that better suits your needs. A new box will appear where you can edit your ticket information. If you need a step by step guide on how to set up tickets for your events, check our user guide on How to set up cost and tickets for your events.
print screen of Event Ticket selection on Cost and Ticket section on the add event page on Timely event software
  1. Click the “+” button to add a new category to your tickets. Add the general admission ticket information, including ticket price, number of tickets available, and the maximum number of tickets available per purchase.
print screen of ticket block on Cost and Ticket section of Timely event software showing how to create general admission tickets

3. Creating VIP Tickets on Timely Event Software

With Timely Event Registration Software, Event Ticketing Software, Event Booking Software  or Ticketing / RSVP Add-On, it is easy to create VIP tickets for paid and free events, as single event or time slot tickets.

When you know your audience and what they would appreciate in the event you’re offering, you can improve the experience you’re creating for them by differentiating between regular and special access tickets.

Timely event software allows you to set VIP tickets for your events and limit their availability as well as add any perks you’d like to offer. You can also add all the description and information on the VIP ticket according to your preferences. Just follow the instructions below:

  1. Login into your Timely account;
  2. Go to Events, then Add or Edit an event; 
  3. Scroll down the right green panel until you find the Cost and Tickets section;
  4. Click on the arrow to expand the options, then, click on the dropdown to see all the ticketing options available to you;
  5. Choose the option that better suits your needs. A new box will appear where you can edit your ticket information. You can find a detailed explanation of all ticketing options available in our app on our user guide How to set up cost and tickets for your events.
print screen of Event Ticket selection on Cost and Ticket section on the add event page on Timely event software
  1. Click the “+” button to add a new category to your tickets. Name your VIP ticket and add any relevant information to differentiate this ticket from the general admission one. Moreover, add ticket price, number of tickets available, and the maximum number of tickets available per purchase.
print screen of ticket block on Cost and Ticket section of Timely event software showing how to create VIP tickets

4. Additional Instructions about General Admission and VIP Tickets

You can customize your VIP and general admission ticket information according to your needs. You can also create up to five customized tickets by clicking the “+” button.  If you want to delete a ticket type, click the “delete” button at the end of the box.

If needed, you can change the ticket status between open, canceled and closed. Check the “I agree with all terms” box to publish your event.

If you want detailed information on how to create event tickets for all the ticketing options available on Timely, check the following user guides:

When purchasing your tickets, your customers will see all ticketing options customized by you on the checkout.

print screen of ticket checkout showing general admission tickets and VIP tickets

It’s also important to note that these features are not available in all plans. If you want to add them to your plan, check out how to add the ticketing add-on to your Timely account

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 you are hosting, you can find different strategies to attract people and new attendees. Some people would like to guarantee their tickets by purchasing them earlier, while others prefer to purchase them at the last minute. No matter your client’s profile, you can easily satisfy their needs by making different types of tickets available to them, and letting them purchase according to their preferences. In this post, you will learn how to create time-sensitive and early bird tickets.

1. Why Use Time-Sensitive and Early Bird Tickets?

Time-sensitive and early bird tickets are a good way to create awareness about events, while encouraging your audience to register and purchase tickets earlier.

These tickets are often promoted giving people a large discount during one or more predetermined pre-sale periods. Early bird discounts range from 20% to 50% off the regular ticket price. The audience segment that usually purchases those tickets are loyal fans or members, who are eager to register for the event in advance.

From the event organizer's perspective, this ticket-selling strategy can give a better idea of the number of event attendees, which is quite helpful for venue and catering planning. Moreover, it can help pay for some unexpected expenses during the pre-event period.

2. Developing a Tiered Ticket Pre-Sale Strategy

With a Timely account and Timely Ticketing Add-On, you have a wider variety of options to create tiered time-sensitive tickets for your events. However, before jumping to the step-by-step instructions, we recommend you develop a ticket pre-sale strategy. Key points to take into consideration are the following:

Number of ticket tiers

How many tiers of time-sensitive tickets are you going to offer for your event? Depending on the size of your event, it may make sense to offer more than one ticket tier to your audience. For example, for large concerts and sports events.

Quantity of tickets per tier

How many tickets per ticket tier are you going to offer for sale? The amount of pre-sale tickets offered must be enough to generate a buzz without undermining positive event ROI. Usually, event organizers separate a small portion of their overall ticket capacity to early bird ticket types.

Time period of each ticket tier

For how long each ticket tier will be available for sale? When does each ticket tier's sales period start and end? To ensure your event is a success, it might be wise to start selling early bird tickets as soon as possible. In addition, they should have a clear deadline.

Importantly, make sure the sales period for each ticket tier do not overlap. This way you will not have more than one tier available for sale at a given time.

Name of each tier

How will you name each ticket tier? In order to inform your audience clearly and differentiate them, we recommend giving each one a special name. It can be something as simple as Tier 1, Tier 2 and Tier 3 tickets, or more elaborate like Early Bird and Super Early Bird tickets.

Tiered tickets' price

How much are you going to charge for each ticket? How much people would be willing to pay to purchase tickets for your events in advance?

3. Create Early Bird Tickets

While setting up your event tickets in your Timely dashboard, you can customize any type of time-sensitive ticket, such as early-bird tickets. You just need to set up the name, price, quantity and sales period. Keep reading to learn all the step on how to configure your time-sensitive tickets.

  1. First, go to Events, and select a previously created event to edit or create a new one.
  2. On the event settings, go to the Costs and tickets section. Then, choose the type of ticket you want to create. If you need help to select the right ticket type, check How to Set Up Cost and Tickets for your Events.
  3. After choosing one of the Timely ticketing supported options, you will see additional sections on the screen. Click on the + symbol to create your first ticket block.
print screen of cost and ticket section on event creation page.
  1. When creating a ticket block, add as much information as possible. Add a ticket name, ticket price, number of tickets available and maximum of tickets per purchase.
  2. At the end of the ticket set up section, you will see the Available Immediately checkbox.
print screen of ticket set up section on the event creation page with the Available immediate option checked
  1. Uncheck that box, and you’ll see additional fields to set up your pre-sale period. Complete the ticket sales start and end periods for this particular time-sensitive ticket.
print screen of pre-sale period start and end time settings for early bird tickets sales

In the image above, we have set the early bird ticket sales to start eight weeks before the event date, and end six weeks before the event. This means that your audience will have a two week window to purchase these early bird tickets. Also, it means that six weeks before the event, ticket sales will end and nobody will be able to purchase them anymore.

4. Create Additional Time-Sensitive Tickets and Regular Tickets

By clicking the + symbol again, you can create a new time-sensitive ticket, with a different name, price, quantity and sales period. You can also create a regular priced ticket. This way, all ticket types appear on your event's checkout page and open for sale only at the pre-determined times.

print screen of event page checkout with early bird tickets and regular price ticket options

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.

Planning a successful event can be challenging, in particular, if it is a large event and you want to let your attendees choose their seats in advance. With Timely event software you can easily display a seating chart, create tiered tickets based on your chart design, and then set ticket prices for each tier. In this post, you will learn step by step how to sell reserved seating area tickets using a seating chart integrated with your Timely events calendar.

Important: Please note that by following the instructions in this post you will be able to create event tickets for one or more reserved seating zones, and not individual reserved seats. In other words, your audience will be able to select their preferred seating area, but not their individual seats.

1. Why using seating charts in your events calendar?

If you want to offer a reserved seating area for your event, providing your audience with your seating chart is important. A seating chart is an image of all the seatings available at your event venue, divided by sectors, views, and prices. Displaying a seating chart is ideal for large events, like concert halls, dining events, opera houses and theatres.

Adding a seating chart to your event page can help your audience better understand your venue's seat organization. This way, attendees can see the seats available, and where they are located. In addition, it will also help you show to your audience the benefits of purchasing a more expensive ticket.

2. How to display a seating chart in your event page?

Displaying the seating layout of your event venues in a Timely events calendar is very easy. Check out the step by step instructions below:

  1. Log in to your Timely account.
  2. On your dashboard, go to the Events menu and edit an event or create a new one.
  3. On the event description section, after adding some text to describe your event, click on the add image button.
Print screen of description box on Timely dashboard
  1. A pop-up box will appear on the screen so you can upload your image.
print screen of Timely event software dashboard showing where to add the seating chart image
  1. Choose the image of your seating chart, add a description and configure the image's dimensions, if necessary. Then, press Ok. You will see that the image of your seating chart was added to your event description.
screen shot of seating chart added to event description on event page

3. Creating tiered tickets based on your seating arrangement

With Timely event ticketing platform or ticketing add-on, you can easily create ticket tiers that are connected to your seating chart. Just follow the instructions below:

  1. Add the image of your seating chart to your event page, as explained above.
  2. Next, go to the Costs and Tickets section of your event, and choose one of the Timely ticketing supported options. For free events, you can select either Event Registration / RSVP or Time Slot Registration / RSVP. For paid events, you can use either Event Ticket or Time Slot Ticket. After making your selection, you will see additional sections on the screen.
print screen of Timely event software ticketing platform ticket block
  1. Click on the + symbol to create additional ticket tiers according to the sections of your seating chart. Add as much information as possible about each tier, including the section's name, the ticket price and the number of tickets available.
  1. Then, check the box Available immediately, if you want your ticket tiers to be available for sale at the same time you publish your event. Alternatively, you can schedule the time the tiered tickets are going to be available for purchase.
print screen of timely event software scheduling ticket sales
  1. Click on "I agree with all terms at the bottom of the Cost and Tickets section, and then publish your event. Your ticket tiers will appear on the event checkout page. The image of the seating chart will be displayed below the checkout to assist your audience with their seat section selection.
screen shot of tiered ticket checkout showing sections based on seating chart

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.

1. How to Set Up Timely Ticketing Add-On?

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. This feature allows you to control and organize your ticketing sales, and also provide customers the liberty to make purchases, registering or RSVPs directly through your event page. Learn more about this feature on How to Add the Ticket Add-On to Your Timely Account.

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.

2. How to Absorb Transaction Fees?

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.

3. How to Pass On Transaction Fees to Attendees?

If you prefer, you can pass on the transaction fee to your customers. This option allows you to organize your finances and events costs efficiently, as 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 on your dashboard.
  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.

print screen to include transaction fee on tickets

4. Example Calculations for Ticket Add-On Fees

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.

5. Checking Ticket Fees on the Invoice Report

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.

print screen of the Tickets tab showing where to click to download the CSV for a specific ticket

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.

print screen of part of CSV file that has the transaction fee passed on to the attendee

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.

Event promotional codes are a great way to engage your audience and convince them to purchase tickets to your events. When using a Timely event software, you can create any kind of promo code you want, grant discounts by percentage or dollar amount, and set start and end dates. In this post, you will learn how to create promotional codes for events and benefit from this ticket sales strategy.

1. How to Create an Event Promotional Code

With a Timely account and Timely Ticketing Add-on you can easily create promotional codes for events. You just need to follow these steps:

  1. Login into your Timely account.
  2. Go to Ticketing on the main menu bar on the left side of your screen.
  3. Click on Promotional codes on the drop-down menu.
Print screen of Timely dashboard highlighting the promotional codes feature
  1. A new page will open on your screen. Click on the + add item green button, so you can create your event promo code.
print screen of Timely event software dashboard promotional codes page
  1. Once you click on this button, you’ll see a new box to add the discount code information.
Print screen of Timely event software dashboard with promotional codes settings
  1. When you finish adding all your event promo code information, click Save to save your discount code. Your new discount code will display in the list.

Now, you just need to associate each code to their respective ticketed events. Please note that a promotional code can be used for several events, if desired.

2. Discount Code Information

If this is the first time you are creating a promotional code on your Timely event software account, you might need more guidance regarding the specific information required. See the table below:

Promo codeThis is the code your registrants will enter at the checkout before paying for their tickets. For example, if your code gives a 10% discount, you can name it SAVE10.
DescriptionThis is a short explanation about the discount code. It helps you managing all your promo codes. Only you and your team will be able to see it.
Minimum quantity per transactionThis is the minimum number of tickets a registrant needs to purchase to be able to apply the code and get the discount. If there is no minimum quantity order, just leave the default setting (# 1).
Maximum usageThis is the maximum number of times the promo code can be used by all registrants combined before it becomes unavailable. If there is no limitation, just check the box Unlimited.
Expiration dateThis is the date the discount code will expire. If you don't want to set any date, just check the box No expiration date.
Discount typeThis is the type of promo code. It can be a percentage (i.e. 25%, 50%, etc.) or a fixed amount (i.e. $10, $50, etc.).
Discount valueThis is the value of the discount you want to grant with the promo code. For the percentage option, specify the percentage that will be deducted from the invoice's total. For the fixed amount option, specify the exact dollar amount to serve as a discount.

3. How to Add Promo Codes to your Event Tickets

After creating a promotional code, it is ready to be added to your event ticket. Here are the steps to complete this action:

  1. While creating or editing your event, go to the Costs and Tickets section.
  2. Choose between the two Timely paid ticket options - Event ticket or Time slot ticket.
  3. On the ticket box, you’ll see the option to add a promotional code to your event. Select the desired code on the drop-down menu. If you wan to accept multiple promo codes, you can select more than code.
print screen of promotional code section on the ticket page
  1. Click Save or Publish to save your settings. Now your event promo code is ready to be used by your audience!

4. Updating or Deleting an Existing Code

If, for any reason, you need to update or delete an existing discount code, you can do by following these steps:

  1. Under the Ticketing>Promotional Codes, and you will see a list of all promo codes created.
  2. Hover the mouse over the promo code you want to edit or remove.
  3. Click edit to change the code name, limits and any other setting. Then, press Save.
  4. Alternatively, click delete to remove this code. The system will ask you to confirm this action before deleting the code.

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.

1. Customizable Event RSVP & Ticket Email Templates

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.

 print screen of the Email Templates edit options,  in the Settings menu of the dashboard of the Timely Event Management Software

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.

print screen of the RSVP Template edit option in the Templates section, in the Settings menu of the dashboard of the Timely Event Management Software
Print screen of the Edit Template of the RSVP in the Templates area,  in the Settings menu of the dashboard of the Timely Event Management Software

2. Customize your Email Subject Line

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.

print screen of the Email Subject fields in the Email Templates section of Timely's dashboard

3. Customize your Email Content

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.

print screen of the editing area of Timely's dashboard with the Insert/edit link highlighted with a green squared border

When you click the button a box will appear and you can add the following properties:

print screen of the Insert link box that opens when you click on the Insert/edit link

For example, to add a link to Timely’s Event Management Software web page in a new window, you can set the properties to:

print screen of the Insert link box filled with the correct information to open the Timely’s Event Management Software web page in a new window

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”.

print screen of the body section of the Event Changes Notification Template in the Email Templates of the Setting area in the dashboard

To add your own email to this sentence, you can select the “contact support” part of the sentence and click on the hyperlink button.

print screen of the body section of the Event Changes Notification Template in the Email Templates of the Setting area in the dashboard with the contact support part selected

Fill the URL field with “mailto:” and your support email. For example “mailto:support@mycompany.com”.

print screen of the popup where you can add you support email to the template

You can send a preview and check if the email is correct and working.

4. RSVP and Ticket Email Templates Dynamic Fields

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:

print screen of the Dynamic Fields Dropdown box opened in the Email Templates section of Timely's dashboard

And here is how the dynamic fields look like after being added to the content area:

print screen of the dynamic fields inside the Header editing box  in the Email Templates section of Timely's dashboard

5. Dynamic Fields Description

5.1 General information

Field CodeField NameDescription
addToCalendarAdd to CalendarWhen this hyperlink is clicked by a user, the event is added to their own calendar 
calendarIconCalendar IconThe image icon for the calendar where the tickets were purchased or RSVP'd.
calendarLogoCalendar LogoThe image logo for the calendar where the tickets were purchased or RSVP'd.
calendarTitleCalendar TitleThe title of the calendar where the tickets were purchased or RSVP'd.
calendarUrlCalendar URLThe website address of the calendar where the tickets were purchased or RSVP'd.
customerEmailCustomer EmailThe email of the customer who purchased or RSVP'd.
customerFirstNameCustomer First NameThe first name of the customer who purchased or RSVP'd.
customerLastNameCustomer Last NameThe last name of the customer who purchased or RSVP'd
eventDateEvent DateThe date of the event where the tickets were purchased or RSVP'd.
eventTitleEvent TitleThe title of the event where the tickets were purchased or RSVP'd.
eventURLEvent URLThe event URL or link where individuals can RSVP or purchase tickets to the event. 
extraInformationExtra InformationThis field lets the user add additional information to an event that can be added in the Event Details page for each specific event.
organizerInformationOrganizer Information
quantityQuantityThe total number of tickets purchased or RSVP'd.
ticketInformationTicket InformationAny 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
ticketInformationWithCancellationTicket Information with link to cancel ticketsAny 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.
venueAddressVenue AddressThe address of the Venue where the event will take place.
venueCityVenue CityThe City of the Venue where the event will take place.
venueNameVenue NameThe name of the Venue where the event will take place.
venueWebsiteVenue WebsiteThe 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.

 5.2 RSVP only

Field CodeField NameDescription
rsvpCodeRSVP NumberThe unique number generated by the system regarding the RSVP of the event.
rsvpDateRSVP DateThe date when the customer RSVP'd to the event.

5.3 Ticket only

Field CodeField NameDescription
orderCodeOrder NumberThe unique order number generated by the system regarding the purchase of the event.
orderDateOrder DateThe date when the customer purchased the event.

6. Personalize your RSVP and Ticket Email Templates Even More

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.”

print screen of the body section of the Event Changes Notification Template in the Email Templates of the Setting area in the dashboard

To add your own email to this sentence, you can select the contact support part of the sentence and click on the hyperlink button.

print screen the dashboard with the contact support part selected

Fill the URL field with “mailto:” and your support email. For example, “mailto:support@mycompany.com”

print screen of the popup where you can add you support email to the template

You can send a preview and check if the email is correct and working.

7. RSVP & Ticket Email Templates Test and Preview

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. 

print screen of the 

Then check your inbox to preview a live version of your email template.

8. Saving, Cancelling or Restoring your Event Email Template

After you’ve made the appropriate changes to your rsvp or ticket email template, click the Save button to save your work. 

print screen of the Save button highlighted with a green rectangle

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.

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