Support

March 2, 2022 at 11:15 am

Hi there,

Whilst you can add payment details into the Registration Approved message template it’s not really the same as combining them both together as they both serve a different purpose.

Disabling the Payment Received message type can be done in Event Espresso -> Messages -> Default Message Templates -> Payment Received -> Edit Primary Registrant.

Click the green toggle switch at the top of the page to disable it (it will switch to grey).

You can then add some additional details to the Registration Approved email to include some payment details, but may I ask what you are looking to include?

March 4, 2022 at 8:42 am

My client does not log into the website to see details. She wants to manage the events from the emails she receives.

Ok, that’s fine and can be done using the Registration Approved email without the Payment received email as long as you don’t have the Default Registration Status setting set to ‘Approved’ (as then EVERY registration would be approved regardless of payment status).

So she gets one that says Event Payment Details, and then another one that says Group Event Registration Details.

The payment received email does not go to the admin by default, it would only go to the Primary Registrant for the group.

This is a default install for Event Espresso: https://monosnap.com/file/UFbfPBNJV9JGF7v6vtXkNV4d5RkiM1

Notice how the Event Admin ‘context’ is grey for the payment received email, that means it’s disabled.

When clicking on ‘Edit Primary Registrant’ it takes you to that context and the default shortcode in use in the TO field is [PRIMARY_REGISTRANT_EMAIL] which means that message sends to the primary registrant, see here:
https://monosnap.com/file/PuXxWMNtGJTXL62vMQkKiA5dv7Pmsm

So, either someone has enabled the Event Admin context OR has changed the shortcode in use in the above to be an Event Admin email?

The reason that’s important here is the email with the subject ‘Group Event Registration Details’ does not go to the Event Admin but default, thats a Primary Registrant email, which then ties in with something weird going on above with the Payment Received email.

Why is the event admin receiving the ‘Primary Registrant’ emails, have the shortcodes been swapped out within those templates?

She arranges people into “tables” or assigns seats for the events and would like to get one email that shows the payment and who the payment includes, i.e., all the people included in that payment so she can assign them to a table, or to a seat.

A payment doesn’t include the registrations, its basically just ‘a’ payment. EE knows which transaction it applies to and works out the registrations from there but technically a transaction can have multiple payments within it so the above doesn’t work.

When a transaction is paid in full and it updates it’s status to ‘Complete’ it switches the Registration Status of any registrations to be ‘Approved’.

That means when the registration approved message is trigger, the registrations listed there are part of the ‘sold’ values, meaning you can use that message as a ‘confirmation’ message.

All events are managed both through the website and through the restaurant that she manages where people can pay in person, so it is very confusing to try to marry up the payment with the people it is intended to pay for. As I said, maybe I am not setting it up correctly. Any advice would be appreciated.

I suspect the templates have been altered and now messages EE intended for X are going to Y (primary Registrant email going to Event Admins) which makes this complicated to follow.

Go to Event Espresso -> Messages -> Default message templates
(assume you are not using custom templates for the event?)

In a new top open the ‘Edit Event Admin’ link for the Payment Received message type and add a screenshot, showing the same sections I did above in mine.

Do the same for ‘Edit Primary Registrant’ on that same message type.

Then do the same for ‘Registration Approved’ with all 3 contexts.

I’ll check them over and confirm they are set up as intended.

March 7, 2022 at 3:20 am

OK – I can turn off the Admin Payment Email – I thought the admin needed to know the payment was made, but you are saying that the Registration Status email is what tells the Admin the payment was made and who is registered – right?

Yes, although that could be interpreted in different ways so I’ll clarify.

The registration status is what determines what a registration is ‘doing’, and the registration status can actually be set completely independently from the payment status. ‘Completing’ a transaction tells EE to automatically update the registration status when it makes sense to do so, so the 2 are ‘connected’, but loosely. For example, a ‘Pending Payment’ registration will have the status updated to ‘Approved’ when the transaction status is switched to complete, but you ‘could’ (as the admin) manually switch that back again if needed, even without touching the transaction.

Registrations with a status of ‘Approved’, always count towards the ‘sold’ values unless the status is changed again.

So yes, if the ‘Registration Approved’ email is triggered, then the registrations it applies to apply to the ‘sold’ values and those registrations are ‘going’ to the event. By default on a normal registration, that email is triggered when either the amount is paid in full using an online payment method through Event Espresso or the ‘Default Registration Status’ option for the event has been set to Approved and the registrants completed registration using either an online payment method or an offline one (such as Invoice).

(The default registration status option tells Event Espresso what status to set a registration when it ‘finalizes’ by selecting a payment method, a setting of a ‘Approved’ in English mean ‘Regardless of the payment status, set all registrations to be Approved’.)

The admin was receiving the Primary Registrant emails because there was the option to turn them on, and I thought the admin would need to know who registered through that email. I can turn that off also.

Sending the ‘Primary Registrant’ context of a message to the Event Admin would be considered the ‘wrong’ approach.

Every message type has different ‘contexts’ in which it is used, for example using the Registration Approved message type. When that is triggered the ‘Registrant’ and Event Admin’ contexts are enabled by default, the details in both of those will likely be different, for the registration, it’s a confirmation email and will usually have details of the event and what to do etc, the Event Admin it’s a confirmation of who has registered and they don’t need all the details the registrant does. Same message type but used in a totally different context.

You may also want an additional email with details spent to only the Primary Registrant (maybe details on how they will be handling the booking as a whole etc). That would be where the additional context would come in and used to send details to the Primary Reg. Switching that out to send a message to the event admin means that anywhere EE is expecting to send that email to the Primary Registrant would then actually send it to the admin, if that was the only email triggered, it Primary registrant wouldn’t actually get anything as it went to the admin. So in short, use the additional ‘Contexts’ to send the emails to the intended ‘person’ to save you confusion further down the line.

So just to review, the only email the Admin needs to get is the Registration Approved email?

For your setup I would say so yes.

Question: If someone doesn’t pay, do they get notified that they are NOT registered and are they given the opportunity to pay? I don’t understand how that works.

It depends how far they get on the registration and your settings.

If they don’t pay, they will show up as Pending Payment in EE but they wont be an email for that unless they chose a payment method to finalize the registration.

Which payment methods do you have enabled?

March 8, 2022 at 3:08 am

We have only PayPal for this event. For a previous event, we also had the ability to mail a check, but they decided this time to use only the PayPal option.

Then currently with your set up users will not automatically receive a ‘Pending Payment’ email (which is the status they will be set to by default) but you can manually trigger them if needed.

It does however mean that if the Registration Approved email is trigger, it means those registrants paid and have been switched over.

March 10, 2022 at 4:35 pm

You need to double-check the ‘To’ fields for each of those contexts matches what you would expect.

For example the Registraton Approved message type, event admin context, check the TO field is an ‘admin’ type email and not sending to say [PRIMARY_REGISTRANT_EMAIL] (as thats not an ‘event admin’ email).

March 16, 2022 at 2:56 pm

You’re most welcome, I’m glad you got it fixed up.

Any further questions just let me know.