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Client asking for a way to archive or lock events without deleting each payment/

Posted: September 12, 2018 at 9:43 am


Bob Randklev

September 12, 2018 at 9:43 am

Our customer seems to request this about this time every year BUT they’ve doubled in size the past year and this is becoming a major time waste for them.

They need a way to Archive, delete or lock an event/class on demand.

They process hundreds of events a year, and thousands of students!

Scenario: A few days before a class is going to start, they export the list of students, delete each payment and delete the class. The spreadsheet is sent to the instructor and their internal staff to prepare name tags, student manuals etc..

IF any late payments come in they are managed off line.

They had too many problems when they leave the classes active that a customer or employee would post a payment online when the class was closed and managed offline

They’ve tried to find other work flows but it’s been easier (but tedious) to manually delete the payments and then the class. Now it’s becoming too time intensive.

I’m hoping there’s some way to solve this for them.

Let me know your thoughts


Josh

  • Support Staff

September 12, 2018 at 9:53 am

Hi Bob,

If they set the Ticket Sale end date to the date of the class then the customers or employees will not be able to post a payment online when the class is closed. Deleting the class from the site isn’t necessary to prevent posting payments.

Another approach would be to do a new subsite each year for online registration. When the year is over, the new site can be used for online registration and the prior year site can be taken offline.


Bob Randklev

September 12, 2018 at 10:06 am

They still have and take checks as a payment option.

So after a class is closed a parent calls in to make a payment on an already registered user via credit card or a check is sent to the office.

Payments are applied to the class that is already offline.

So it’s not new registrations it’s existing unpaid registrations.

This is one part of the issue.

Back to my question is there some way to delete, archive or lock a class?


Josh

  • Support Staff

September 12, 2018 at 10:31 am

Those features do not exist in Event Espresso. The reason being is the developers would need to build out a system of cascading deletions to allow for deleting all associated data for an event. That’s why I mentioned the idea of using a new subsite each year for taking online registrations, then taking down the subsite at the end of the year.


Bob Randklev

September 12, 2018 at 10:39 am

They book classes out 6-8 months at a time, there’s no time slot to start a new year.

I just talked to their office manager. When a parent calls in to make a payment the office staff searches for the registration and applies the payment.

If the student isn’t in the list they know to apply via the offline spreadsheet. If they are in the list, they accept the payment.

I suggested they add the words “-LOCKED” to the end of the class description to know NOT to apply payment but she’s worried they may miss it.

I’ll keep coaxing them to try and re-label or change the process not the program 🙂


Tony

  • Support Staff

September 12, 2018 at 11:32 am

No, there is no way to delete, archive or lock a class without first deleting the payments assigned to the registrations for that class.

You could trash the event without needing to remove the payments/registrations but that won’t prevent the admin from being able to edit registrations on that event.

However, to be honest, I’m not totally sure I follow what the issue is. The above mentions the solution the client is currently using but doesn’t fully explain the problem.

Can you provide more details on the problem itself?
Ignoring any solutions the client currently uses, what is the problem they are trying to solve?

Can you post any examples?

It sounds like admins are selecting the wrong even when applying late payments in the admin itself and if thats the case, the only solution will remove the event. However you mentioned payments on the front end for existing registrations, I’m assuming this is the payment link from the emails? If that’s the case, how is the admin selecting the event?

So after a class is closed a parent calls in to make a payment on an already registered user via credit card or a check is sent to the office.

Payments are applied to the class that is already offline.

If the current solution is to remove the event, how is this possible? Outside of EE completely?


Bob Randklev

September 12, 2018 at 1:59 pm

Thanks for the reply, we addressed the options in the previous posts and are testing a new plan.

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Updated by  Bob Randklev 1 week, 2 days ago ago

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