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Change attendee names on Registrations (not Transactions)

Posted: August 31, 2018 at 5:17 pm


lhyde@dupageroe.org

August 31, 2018 at 5:17 pm

The multiple registrant feature has been very difficult for us to use, or even understand–and judging from the number of posts on this topic, we’re not alone. The trouble for us, as with many of the posts I’ve seen, is that we have organizations who register many people at once, and then want to change the names on the individual registrations later.

Thanks to previous help from EE, we have figured out how to do this after the registrations have been paid for. We were able to include a link in the receipt that allows us to change the individual attendees.

However, many times the organization doesn’t want to fully commit to and pay for their registrations until all the tickets have been spoken for. So we’re in a situation where we have (for example) 25 registrations–but there’s no transaction associated with those registrations because they haven’t been paid for yet. Meanwhile, the client is sending us names one, two, three at a time until their block of tickets is full. We need to be able to change these names incrementally, from the *Registration* screen, not just after it’s an official Transaction.

How can we address this business need?


fallenofficer

September 2, 2018 at 3:39 pm

Hi. I have the same problem. Can you tell me how you adjust names at least on registrations that have been paid for? We would really like a way that the attendees who purchase tickets could log in an manage this.

Also have difficulty with seating. We want to set the seating assignments in the system as the admin and have that available when the registrants check in at the door so we can notify them then and in an email reminder before the event.


Tony

  • Support Staff

September 3, 2018 at 5:43 am

Hi there,

However, many times the organization doesn’t want to fully commit to and pay for their registrations until all the tickets have been spoken for. So we’re in a situation where we have (for example) 25 registrations–but there’s no transaction associated with those registrations because they haven’t been paid for yet

If there are registrations, there is a transaction for those registrations regardless of payment status. You should never have a registration in EE that isn’t assigned to a transaction, if you do you have fatal errors when viewing them which it sounds like you aren’t getting (which is correct).

Meanwhile, the client is sending us names one, two, three at a time until their block of tickets is full. We need to be able to change these names incrementally, from the *Registration* screen, not just after it’s an official Transaction.

Ok, how are you currently changing the names? You mentioned a link in the receipt so I’m assuming you are using that yourselves as the admin to change the names?

You can change the details of the contact assigned to a registration throgh the admin, but I want to make sure I understand the problem you are running into correctly before throwing a different method your way which may just lead you into the same problem a little while later.

@fallenofficer

I’ve replied to your other threads HERE and HERE.

It’s much easier to work through each user’s individual thread than to combine them together as each users use case is usually different (even if only slightly) and splitting replies to multiple users just starts getting confusing for all involved, so if you could please reply in your above threads we’ll work through this with you.


lhyde@dupageroe.org

September 3, 2018 at 8:38 am

Well then we may have a bigger problem. Using our current registrant as an example, searching for her name under registrations shows 8 results. Under transactions there are zero results. I assumed it was because the tickets weren’t paid for. Please advise about next steps to solve this issue. Thanks.


Tony

  • Support Staff

September 3, 2018 at 9:47 am

The above doesn’t mean you have any issue as of yet, the first search shows all registrants across any registrations made event if that attendee was added as an additional registrant, the second search for that registrant only as a primary registrant and will only show in that list if they ‘finalized’ the registration using a payment method.

Using our current registrant as an example, searching for her name under registrations shows 8 results.

That searches every registration in the system.

Under transactions there are zero results.

That only searches the primary registrant assigned to a transaction and will only display transactions that do not have a status of ‘Abandoned’.

So when you do the transaction search, do the additional filters show any numbers next to them? For example – http://take.ms/Fjwep

When you do this search:

Using our current registrant as an example, searching for her name under registrations shows 8 results.

What colour is the TXN date links for those 8 registrations? – http://take.ms/I4DJN


lhyde@dupageroe.org

September 3, 2018 at 4:31 pm

1) When I do the transaction search, it says “No items found” and “Abandoned Transactions (0)”.

2) When I do the registrations search, all 8 results are blue and say “incomplete.”

Please let me know about next steps. Thanks.


Tony

  • Support Staff

September 3, 2018 at 5:39 pm

Ok, so in that case, that would mean none of those registrations are ‘Primary registrations’, you can check this by looking for a * next to the name

So in this example from a registrations search – http://take.ms/D30Vg

The only one that would show in a transaction search for ‘TonySecond’, is the one highlighted at the bottom, see – http://take.ms/5kShDn
(thats normal, because that search only uses the primary registrant).

Please let me know about next steps. Thanks.

You need to careful when changing registrant names as you are editing the ‘EE Contact’ for that registrant, which may (in this case it seems it does) have multiple registrations assigned to it.

The EE Contact stores the contact details and then registrations are linked to that contact, so as an example Registration 1,2,3 and 4 may all be linked to contact 10. That means if you click to edit Registrant 4, edit the contact detaisl assigned to it and then view the others, the changes applied will appear on all of them (as the details are all pulled from the same contact).

So if you find the registration you want to change the details on and click to edit it, does it have a ‘Create contact’ button or just a ‘View/Edit contact’ button? See – http://take.ms/f20na

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Updated by  Tony 2 months, 1 week ago ago

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