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Adding second email for notifications

Posted: October 29, 2021 at 3:25 pm


Trojan

October 29, 2021 at 3:25 pm

We have many situations where our courses (events) are booked by someone other than the attendee. How can we have the notifications going to both parties?


Harshad Mane

  • Support Staff

October 29, 2021 at 11:50 pm

Hi Trojan,

All of the messages can be edited from within Event Espresso -> Messages -> Default Message Templates -> Registration Approved.

Each message type can have multiple ‘contexts’ in which it is used,
You’ll have to select the Registrant context and Save the template so both Primary registrant and the attendee will receive the messages.

If you have any more questions, please feel free to write back to us.

Have a nice day!

Regards,
Harshad


Trojan

November 5, 2021 at 3:50 pm

I’m not sure I understand.

What is the difference between an attendee, registrant and primary registrant as it relates to the booking process?

Our situation is our client wants to book a course for one of their employees and have both of them on the notification list.

How can we make this happen?

When a course is selected for booking, we go to the page where the attendee info is added. Then, we go to a payment page where the contact info from the attendee is auto-populated. Looks like we can change the email on the payment page – what is the email on the payment page – is that the attendee, registrant or primary registrant?

We also have a “pay on account” option where no credit card is required. How can we add contact info for that option?


Tony

  • Support Staff

November 8, 2021 at 5:47 am

Hi there,

What is the difference between an attendee, registrant and primary registrant as it relates to the booking process?

Attendee and Registrant are generally interchangeable within Event Espresso. Some users call them Attendee’s other Registrant’s, I usually use Registrant to follow along with the majority of the wording used throughout Event Espresso itself.

So each ticket selected becomes a ‘Registrant’, there’s a one-to-one relationship there.

The ‘first’ ticket in the ‘group’ (even if it is a group of 1) will also be considered the ‘Primary Registrant’. The Primary Registrant is the registrant EE considers to be managing the group and all payments for that group.

You’ll see those in Event Espresso -> Registrations with a * next to their name and usually be 1 of X, show as ‘1/X’.

Our situation is our client wants to book a course for one of their employees and have both of them on the notification list.

How can we make this happen?

Event Espresso doesn’t officially have a way to separate an ‘attendee’ (aka Registrant and in your example it sounds like the employee) and ‘payee’ (In your example it sounds like the employer) but it is possible to do with a little admin work.

So, first, let me confirm how you want this to work.

If an employer registers and employee onto an event, you the employee to be the one shown on the registration, correct?

The only ‘connection’ in terms of Event Espresso is that the employer should also recieve the emails? If so, would that be both the payment AND registration email or just the payment emails? (Leaving the employee receiving just the registration based emails, like the ‘Registration Approved’ email)

When a course is selected for booking, we go to the page where the attendee info is added. Then, we go to a payment page where the contact info from the attendee is auto-populated. Looks like we can change the email on the payment page – what is the email on the payment page – is that the attendee, registrant or primary registrant?

If I understand correctly, none of them. It will be sent directly to the payment provider, usually to provide an email receipt of payment.

Which payment method are you using for the above?

We also have a “pay on account” option where no credit card is required. How can we add contact info for that option?

You want to collect this info before you get to that point.

I’ll explain further once I know more about how you want it to work from the above.


Trojan

November 10, 2021 at 2:37 pm

If an employer registers and employee onto an event, you the employee to be the one shown on the registration, correct?

This is correct. The employer is to get notified as well for the payment and registration – and the employee getting notified of registration and reminders.

Which payment method are you using for the above?

Many of the registrations are by credit card, however, the larger companies use the “invoice” payment method (we call it “on account”) and tend to book for their employees. Would be nice to distinguish between the person doing the booking and the person being registered.

Would be cool if there was a field for “also notify…” or even a way to add multiple emails, comma/semi-colon separated in the registrant field.

Looking forward to your reply,

Dann


Tony

  • Support Staff

November 12, 2021 at 10:12 am

Yeah, so as mentioned above Event Espresso doesn’t have an official way to separate out the ‘purchaser’ from the ‘registrant’ but you can add some questions on the registration form and then use those values in the message system. So for example you can have a ‘purchaser’ section with a ‘purchaser email’ question, then use the answer to that question in the message template to also send the email to.

So you would be setting up EE to capture additional details on the reg form and then setting up the EE message templates to use those values for the emails but it’s more of a workaround than an official solution.

The problem is that you would need to set this on the event, so all registrations would need to enter ‘purchaser’ details so that they receive the confirmation emails. There is no way to set it up differently based on the payment method they selected as the details are captured before they even choose a payment method.

Does that sound like something that will work for you? I can give you more indepeth details on how to do it if so.


Trojan

November 14, 2021 at 2:30 pm

So perhaps we could have a field called “also send event notifications to:” in the registration form where people could add an email address that would also receive the notifications for all registrants. Would this need to be set up for each event or could we do it globally? Please provide the steps to do this. Thank you.


Tony

  • Support Staff

November 15, 2021 at 5:58 am

You can do it globally but depends on how much control you want over the question and how your events are set up as to how much control you need.

I recommend adding it to another question group and then adding that group to the ‘Primary Registrant’ question groups for the event so you don’t ask it multiple times.

Go to Event Espresso -> Registration Form -> Questions.

Create the question for the additional email address, you can call it whatever you prefer but we’ll need the ‘Question Text’ value later so in my example I’ll use ‘Payee Email Address’ as I already have that example in on my site.

Example question: https://monosnap.com/file/1HFLWYeYxeePeWfYAj75HkRwfSIsA3

You then need to add that question to the registration form somewhere and the reason I recommend using another question group is so it can be selected only on the Primary Registrant.

On the same page as above, click the ‘Question Groups’ tab.

Add a new Group and add your custom question above to it, in my example it’s a ‘Billing Info’ group, see here:

https://monosnap.com/file/ihr0i1p1iudkaoZJb0gwA4m4gUpqY7

Now you have a custom question in a custom group.

Add that group on the ‘Primary Registrant’ question groups within the event(s), like so: https://monosnap.com/file/SUbaSvAxuwHL5NyYJevdFwfw6pGaVq

That question will then be asked on the Primary Registrant group so you can use that in messages.

Go to Event Espresso -> Messages -> Defautl Message Templates -> Registraton Approved -> Edit Registrant.

In either the TO or the CC (preferable) field use the [PRIMARY_REGISTRANT_ANSWER_*{question_text}] shortcode to pull the answer to that question.

So in my example that’s [PRIMARY_REGISTRANT_ANSWER_*Payee Email Address]

Save and test.

You’ll likely need to do that same for the ‘Payment Received’ message type, only you will be editing the ‘Primary Registrant’ context there.


Trojan

November 15, 2021 at 2:02 pm

This has worked – mostly. Getting really close. Excellent explanation.

I also wanted to have the additional email notified for event reminders.

I was able to add the additional email to the Registration Approved template but not to the event reminder templates.[PRIMARY_REGISTRANT_ANSWER_*Also send notifications to this email:]

Is there a way to notify the “additional email” for event reminders without having to add the question to each registrant too. For these templates the shortcode [RECIPIENT_ANSWER_*] is available. Is there a way to add [PRIMARY_REGISTRANT_ANSWER_*Also send notifications to this email:] to the Automated Upcoming Datetime Notification?

Sorry if I am missing something obvious.

Thank you


Tony

  • Support Staff

November 16, 2021 at 4:53 am

Not currently no, the Primary Registrant shortcodes aren’t available in the AUEN templates.

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