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Allocating primary recipient messages

Posted: August 19, 2020 at 1:28 am


JohnB

August 19, 2020 at 1:28 am

The customised registration form we have created has a section for the student’s details and another for the bill payer’s details.
The student’s details appear first on the form, and therefore from what I can gather EE allocates the first person on the form as the PRIMARY_REGISTRANT for messages.

Apart from changing the order on the registration form, is there any other way we can allocate/assign which contact is the primary registrant and which is the secondary etc for the purposes of matching up to ensure the correct messages go to the correct recipient?

Hope i have explained that clearly.


Tony

  • Support Staff

August 19, 2020 at 6:35 am

The student’s details appear first on the form, and therefore from what I can gather EE allocates the first person on the form as the PRIMARY_REGISTRANT for messages.

Yes, the first form is the ‘Primary Registrant’ but not just for messages, they are the primary registrant and then messages use the primary registrant.

Apart from changing the order on the registration form, is there any other way we can allocate/assign which contact is the primary registrant and which is the secondary etc for the purposes of matching up to ensure the correct messages go to the correct recipient?

You can’t select which user is the primary registrant, it is always the first form.

However, what you can do is use the pRimary Registrants answers in messages, so you can send the payment related emails to the bill payer.

Before I start digging into this, which messages are you looking to send t the bill payer?


JohnB

August 25, 2020 at 3:00 am

Thank you Tony<
I think we are getting it all sorted out as we speak.
I have a question about populating messages with data from the (non-system) question list.
For example, there is a short code [PRIMARY_REGISTRANT_FNAME] that can be entered into a message to populate with primary registrant’s first name.
We have a custom question “Name To Appear On Your Tax Invoice” (to enter something like their company) and want that to appear in the message (such as on an invoice). How do we get the response to this question to populate in a message? ie is there a shortcode we can create?
Hoping there is a simple way that wont require back-end coding.


Tony

  • Support Staff

August 25, 2020 at 8:14 am

Sure there is, we have a shortcode for pulling in Registrant/Primary Registrant answers.

[PRIMARY_REGISTRANT_ANSWER_*] pulls answers to specific questions and you set the question by including the ‘Question Text’ after the * (It must match the question’s ‘Question Text’ field exactly, so in your example, it would be:

[PRIMARY_REGISTRANT_ANSWER_*Name To Appear On Your Tax Invoice]

Whilst I have no problems answer any questions you have, for message shortcodes you’ll likely find the shortcode you are looking for in the help section quicker than I can reply on the forums. When editing a message template, click the ‘Help’ tab on the top right of the page, in the Message Shortcodes section are all of the shortcodes available on that message template with a short description of what they do.

Also each individual section of the template has a icon that lists all of the shortcodes for that specific section.


JohnB

August 26, 2020 at 4:30 am

Thank you for that info and for you ongoing patience.
I think we have got a few things mixed up this end so if I can indulge and summarise what we are trying to do and the problem we are having.It might make it clearer for you.

We typically have two parties involved with the sale of a ticket to an event (courses). 1) The attendee(s) 2) the payer.

With the registration form we used the default system fields (first name, last name etc) to capture the attendee’s details.
We created new custom fields to capture the payer details, such as company name, accounts contact person, accounts email etc. These are put into a “question group” and assigned a “group position order” so they rank below the system questions for the attendee on the rego form.

When an order is made, we want the payer to receive the invoice and the attendee to receive info relevant to them such as a WP user name login so they can access course content via LearnDash once payment is made. Currently the invoice keeps going to the attendee.

We tried a workaround to change the default system fields to be used for the payer details. The problem with this was when the transaction was for more than one attendee. Then the rego form showed the repeat fields for the second attendee using the payer fields. So that idea failed.

Thanks for reading this far…. 🙂

If we go back to how we initially had it, is there a way to assigned the recipient email for specific messages. In this case, the force the invoice to go to the payer’s email and not the primary recipient’s?

Is there anyone you can recommend who might be able resolve all this for us?

Thank you.


Tony

  • Support Staff

August 26, 2020 at 5:07 am

Currently the invoice keeps going to the attendee.

Which message have you including a link to the invoice in? The invoice isn’t ‘sent’ to anyone by default so thats the message we’ll need to change.

We tried a workaround to change the default system fields to be used for the payer details. The problem with this was when the transaction was for more than one attendee. Then the rego form showed the repeat fields for the second attendee using the payer fields. So that idea failed.

Yeah if you want a separate ‘payer’ you can’t use the system questions.

If we go back to how we initially had it, is there a way to assigned the recipient email for specific messages. In this case, the force the invoice to go to the payer’s email and not the primary recipient’s?

You can use the same shortcode above in the TO file of messages, so if you have a ‘accounts email’ question, you can use:

[PRIMARY_REGISTRANT_ANSWER_*accounts email]

Although it does depend on the message in question, which template are you editing?

Is there anyone you can recommend who might be able resolve all this for us?

We could do this via a support token if preferred:

https://eventespresso.com/product/premium-support-token/

However, I’m more than happy to walk through this via the forums.


JohnB

August 26, 2020 at 7:32 am

Thanks again Tony,

I am referring to the invoice in default message templates.

Dont know what the TO file is and how to access it. Can you explain?

You suggest we avoid using any of the system questions (and system question groups) and set up the rego form using only custom fields. Then use that TO to assign the appropriate email address to the message.

Have I got it? (like in My Fair Lady)


Tony

  • Support Staff

August 26, 2020 at 7:46 am

I am referring to the invoice in default message templates

The invoice isn’t sent anywhere though. We dont email the invoice anywhere by default. Its accessible from the thank you page.

You mentioned the invoice is being sent to the registrants, but sent via what?

Dont know what the TO file is and how to access it. Can you explain?

That’s a typo and should be the TO field within the message template in question.

You suggest we avoid using any of the system questions (and system question groups) and set up the rego form using only custom fields. Then use that TO to assign the appropriate email address to the message.

No, you use the system questions for the registrants (attendees) and then custom questions for the payer details. You then pull the values for those custom questions in the emails, meaning you pull the player values, which can also be in the ‘To’ field so you can send the emails to custom values (the payer email).


JohnB

August 26, 2020 at 7:10 pm

Hi Tony,
I have submitted a premium support ticket because I can not find the TO field for the default Invoice (can see it with most other templates).


JohnB

August 26, 2020 at 7:37 pm

Further Update for Premium Support – I’ve amended the field names for the questions and notice the “payee” questions are now not appearing on the rego form. Have checked they are active etc.


Tony

  • Support Staff

August 27, 2020 at 11:36 am

Hi John,

My apologies for the delayed reply, I’ve responded to your support token via email.

Please follow up there and we’ll get this fixed up.


JohnB

August 31, 2020 at 5:22 am

What is the difference between [Primary_Registrant……] and [Recipient….] shortcodes for messages?

Is there anywhere that explains the details of what each shortcode does and what data it is linked to etc?


Tony

  • Support Staff

September 1, 2020 at 7:56 am

Hi Paul,

Based on your last email I assumed you have this fixed up, if you want me to take another look at the site itself I can?

What is the difference between [Primary_Registrant……] and [Recipient….] shortcodes for messages?

PRIMARY_REGISTRANT_ shortcodes always use the primary registrant to parse thee data.

So, for example you could have a group registration of 2 tickets.

The first person’s data entered at the top of the registration form is the Primary Registrant, all of the others are just normal registrants. To give an example, if I selected 2 tickets on an event and entered the details:

First Name: Tony
Last Name: Warwick
Email: tonywarwick@example.com
Favourite colour?: Red

First Name: Ben
Last Name: Smith
Email: bensmith@example.com
Favourite colour?: Yellow

When it comes to messages, if you use [PRIMARY_REGISTRANT_ANSWER_*Favourite colour?] it will pull ‘Red’ regardless of what ‘registrant’ the current message is for.

REGISTRANT_ messages pull the value for the current registrant only.

Is there anywhere that explains the details of what each shortcode does and what data it is linked to etc?

When editing a message template, click the ‘Help’ tab on the top right of the page, in the Message Shortcodes section are all of the shortcodes available on that message template with a short description of what they do.


JohnB

September 1, 2020 at 7:40 pm

Thanks Tony,
Yes, seems to have it working well now. (doing some further testing)

REGISTRANT_ messages pull the value for the current registrant only.

Don’t understand which contact “current registrant” refers to.


Tony

  • Support Staff

September 2, 2020 at 6:21 am

Don’t understand which contact “current registrant” refers to.

Messages can be set up to go to each registrant, the primary registrant and/or the event admin.

So in the case of the ‘Registration Approved’ message type, that message is intended to be used to give a confirmation of registration to each registrant, meaning it will loop over all registrations and output the details in that message type for each specific registrant.

Say you have a single ticket and provide the ‘Personal Information’ group just once, you have a single registrant, right?

The message template pulls that specific registrant and outputs the details from the template to email, shortcodes in the template are parsed based on that specific registrant if those shortcodes registrant specific. (Again PRIMARY_REGISTRANT_ always parse to the primary registrant of the group, regardless of which registrant the current message is for).

Now another example, and I’ll refer to my example above which is a group registration with 2 registrants.

The messaging system loops over those 2 registrants and builds the emails for each of those.

So ‘the registrant’ is always the current registrant of the loop.

Make sense?


JohnB

September 2, 2020 at 7:23 am

Thanks Tony. Got it!

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