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Deleting old registration and transaction data

Posted: February 5, 2019 at 7:11 pm


jaybe

February 5, 2019 at 7:11 pm

Is there an established method to delete old registration and transaction data? We want to keep the event and and its associated ticket info each year and already have a new event set up, but we don’t want to store expired event registrations and transactions. I have read numerous posts here but all I’m seeing is the ability to reset counts or a drastic clear everything, shut it down and start over function. Hopefully, I’m reading things incorrectly? Thanks.


Tony

  • Support Staff

February 6, 2019 at 4:07 am

Hi there,

Is there an established method to delete old registration and transaction data?

Yes, there is, but before going into details on how, you can’t remove registrations and keep the ticket data with the event (assuming you mean sold numbers for example), so if I follow correctly, removing the registration would contradict this:

We want to keep the event and and its associated ticket info each year

Can you explain this further, please?

and already have a new event set up

So each year your using a new event (which is how I would do it), not a new datetime in the old event?

I have read numerous posts here but all I’m seeing is the ability to reset counts or a drastic clear everything, shut it down and start over function.

You don’t need to ‘reset’ EE to remove registrations, but it currently is a fairly long-winded process as they need to be done individually.


jaybe

February 6, 2019 at 9:33 am

Hi and thank you for the quick response! Yes, we do create a new event each time but would like to retain only venue information, event setup and the ticket types/pricing/descriptions/etc. from past events. I was able to easily delete contacts and messages sent but would still like to remove old transaction data and old registrations. Thanks again.


Tony

  • Support Staff

February 6, 2019 at 10:18 am

Yes, we do create a new event each time but would like to retain only venue information, event setup and the ticket types/pricing/descriptions/etc. from past events.

Ah, ok. So in that case, removing registrations will work.

To remove a registration any payments within the transaction for that registration must first be removed.

So you can go to Event Espresso -> Events -> {hover over the event} -> Registrations.

That lists all of the registrations for the event, now on the Primary registrant (the registration with the * next to it) for each group, click on the TXN date, like this – https://monosnap.com/file/gXPKDz1rlpQeOCpcRnWwG0qwPe4B9p

(All of those registrations are in a single group, so the TXN is the same for all of them)

CLicking the TXN Date will show something like this – https://monosnap.com/file/f2ZRSkuDo8JU3uU1HhHTXofWf7os1G

Note the trash icon next to the payment, any payment there needs to be removed. CLicking that icon shows: https://monosnap.com/file/wNGz9coqysOFlUVSm8dK624a8hfhGe

You can leave the registration status the same (or cancel it if preferred) as you will be deleting the registration shortly after. Don’t click to send related messages unless you want to send a notification to the user that their registration has changed (I don’t think you want that in this situation).

Once all payments have been removed it will look like this – https://monosnap.com/file/VscgSdEOzjqynD0v2TkMfAPdmciEmM

Now back to the registration list, refresh the page and you see the padlock icon has been removed – https://monosnap.com/file/CCQYPypG4URtUqSz2a1a0qVqjgV2bg

Select all of the registration in the group, select to trash the registration from the bulk actions and click apply – https://monosnap.com/file/iGiXgJyd6k4b4iXvhjXro4j9WuK4Ra

Now click the trash view, select the registration again, select ‘Delete registration permanently’ in bulk actions and apply.

Now the registration have been removed (not that doing so also removes the transaction)

Repeat for all registrations in the event.


jaybe

February 6, 2019 at 10:41 am

Thank you so much for the detailed instructions Tony. It will take some work but knowing how to accomplish it is very helpful.


Tony

  • Support Staff

February 6, 2019 at 11:35 am

You’re most welcome.

Eventually, we’d like to add the ability to do this with a little less admin work, but as you can see from the above there’s a lot of cogs to turn to get this right and with the multiple different configs people use there’s much more to it than it seems at first.

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Updated by  Tony 6 months, 2 weeks ago ago

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