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Damian Way
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August 10, 2015 at 3:48 am
Hi there,
I have a problem where in some areas when printing the Attendee list instead of displaying the Attendee firstname/lastname it is displaying the Registrants.
This is apparent in areas such as the “messages” or emails sent when someone registers for an event. Instead of listing each attendee it lists the registrant multiple times.
As many people with this installed, the registrant is often not the attendee.
What can I do to resolve this?
Thanks
Damian
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Tony
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August 10, 2015 at 4:48 am
Hi Damian,
How are you capturing the Additional Registrants information?
Event Espresso uses the details from system question group ‘Personal Information’ to create the contact(s) for the registration(s), if you do not require these for the Additional Registrants then EE will use the Primary Registrants contact details for all of the registrations, which explains this:
Instead of listing each attendee it lists the registrant multiple times
If you need each individual attendee to be listed you would need to capture Personal Information for each attendee. This would include First Name, Last name and Email Address.
As many people with this installed, the registrant is often not the attendee.
EE currently does not allow you to separate the ‘Payee’ from the ‘Registrant’ within core, it is possible to achieve with a workaround (creating a new question group and using the details within that group for the Payment emails) but that then requires the details be provided even if the registrant is the payee (and so should receive the emails)
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Damian Way
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August 10, 2015 at 5:43 am
Hi Tony,
Thanks for getting back to me.
I have it set up with an additional question group called “attendee information” and within that I am capturing “attendee firstname”, “attendee lastname”, “attendee phone number” and “attendee email”.
I am guessing that this is not working as these are not system fields?
Is there a workaround to use this info instead of the registrants?
Or how do I switch it so that I can capture “firstname”, “lastname”, “email” and “phone number” for attendees?
Sorry just I think I am confusing myself a little on this.
Thanks
Damian
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Tony
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August 10, 2015 at 5:55 am
I am guessing that this is not working as these are not system fields?
Yes, EE doesn’t know those questions should be used to create ‘contacts’.
Edit your event, scroll down and on the right you’ll find the questions groups for each attendee type – http://take.ms/1CBvc
Click the checkbox next to ‘Personal Information’ within the additional registrants section and update the event.
Now EE will automatically request the questions within that group for additional registrants and those details used for the registrations.
So lets start with that, can you run a registration and check that it works how your are expecting?
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Damian Way
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August 10, 2015 at 6:40 am
Hi Tony,
I don’t have a “personal information” group, I have two booker groups and then the one I have created.
Can I add it?
Thanks
Damian
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Tony
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August 10, 2015 at 7:01 am
No you cant add system questions/group, they are added when you initially install Event Espresso.
Have you edited the personal info group to ‘booker’?
On this image – http://take.ms/1CBvc
See how the ‘Personal Information’ group for Primary Registrant has no checkbox (because it is always required) what does it show there on yours?
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Damian Way
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August 10, 2015 at 7:09 am
Hi Tony,
I have figured it out in part as I think I must have changed the titles of the groups previously.
This still isn’t quite working though as often the registrant isn’t going to attend but am I right in thinking that setting it up this way the attendee 1 personal information will also be the registrants info?
Thanks
Damian
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Tony
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August 10, 2015 at 9:13 am
This still isn’t quite working though as often the registrant isn’t going to attend but am I right in thinking that setting it up this way the attendee 1 personal information will also be the registrants info?
Ok to explain a little further, lets say you select 4 tickets for the event.
Event Espresso needs a ‘contact’ to assign the registrations to.
So if you request the Personal Info System Group (doesn’t matter if its renamed just it must be that group) for the Primary Registrant. EE4 will basically use that same info for each registrant. So in that case 4 registrations would be created all with the same details (because that’s all that was provided).
Here is an example of this:
Front End: http://take.ms/mrU1y
Registration within the admin: http://take.ms/38Akq
When you request Personal Information for your Additional Registrants then the information provided for each registrant is used to create separate contacts and assign their registration to it. Heres an example:
Front End: http://take.ms/gotMo
(I did 4 tickets each ending 1-4)
Admin: http://take.ms/DIU2J
The Primary Registrant (attendee 1) is also considered the ‘Payee’. they receive all payment emails and all the information for the registrants.
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Damian Way
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August 10, 2015 at 3:03 pm
Hi Tony,
Yea this won’t work for us as we need to be able to treat the registrant separate from the attendees.
I have it set up now with a question group for attendee information and this works on the site mostly as the registrant can have the attendee question group attached but as suggested in my first post it won’t use the info for things like the invoices or the emails.
What can I do?
I basically need the second scenario but to be able to send the emails and information to a separately specified person.
Thanks
Damian
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Damian Way
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August 11, 2015 at 4:59 am
Hi,
Is there a work around for this?
I don’t really want to hack the code up myself to get this working so would like to know what the best approach would be?
Thanks
Damian
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Tony
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August 11, 2015 at 5:27 am
Yea this won’t work for us as we need to be able to treat the registrant separate from the attendees.
As mentioned currently you can not completely separate the Primary Attendee from the Payee. But you can use an email address set within a custom question to send the payment emails.
I had a look at your event and it looks like this is currently set up backwards for what you need.
The ‘Booker Information’ question group looks like it is the System Group ‘Personal Information’ renamed.
The ‘Attendee Information’ you are requesting for both Primary and Additional Registrants seem to be custom questions. As mentioned above this will create multiple registrations all in the same name, because your using custom questions.
So first, swap those groups. Change the ‘Booker Info’ group to be the Attendee Info group. Rename the questions to match what they need to be.
The ‘Attendee’ should be inputting their details within the system question group Personal Info (whatever it has been renamed to doesn’t matter)
The ‘Booker’ should be inputting their First Name, Last Name and Email into a custom group.
Once your at that point let me know and I’ll recheck your event and move onto the next step.
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Damian Way
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August 11, 2015 at 6:05 am
Hi Tony,
Thanks for the assistance on this by the way.
Please see:
http://ohmania.demo.ohmania.com/events/emergency-first-aid-at-work-11-sept-2015-enfield/
This should be set up as suggested.
One side question, can I make the email/phone number not “required” fields, they are optional for attendees anyway.
Thanks
Damian
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Tony
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August 11, 2015 at 6:17 am
One side question, can I make the email/phone number not “required” fields, they are optional for attendees anyway.
Email address is critical for registrations to work, you can not set that to optional.
Phone number you can set to not be required, go to Event Espresso -> Registration Form. Edit the Phone number question (make sure it’s the system question one if you have multiple ‘Phone number’ questions) when you edit it will look like this – http://take.ms/pmbZM
Set required to optional and save.
That event is almost set up correctly for this, Attendee info is the Personal Info group, but there is no group to input the ‘Booker’ email (or name if you want it). You can add that to the ‘Booker’s Contact details’ group if you prefer, or use a separate group for it.
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Damian Way
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August 11, 2015 at 9:40 am
Hi Tony,
I had to add an email address field as the system one wasn’t available.
It works for us this way if we can get the invoices and registrant emails going to the booker email address?
Thanks
Damian
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Tony
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August 11, 2015 at 9:54 am
It works for us this way if we can get the invoices and registrant emails going to the booker email address?
You can do that and that’s what we are working to 🙂
However, Registrant emails too? That means the the attendee won’t actually receive an email at all.
Is that expected?
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Damian Way
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August 11, 2015 at 10:46 am
Sorry it is fine if the attendees get emails still. I am probably confusing you with my use of the terminology.
I just need to get the main communication about the booking/registration to go to the booking contacts email now. Can we do that?
Thanks
Damian
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Tony
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August 11, 2015 at 11:52 am
I just need to get the main communication about the booking/registration to go to the booking contacts email now. Can we do that?
So you want the payment emails to go to the Booker.
I’ll show you how to do the ‘Registration Pending Payment’ email. The other payment emails can be done in the same way. (If you get stuck just ask 🙂 )
So what we want to for this to work, is to use the ‘Booker Email Address’ value in the TO field for the payment emails, right?
Go to Event Espresso -> Messages.
Find the Registration Pending Payment email, click the ‘Primary Registrant’ link to edit that context – http://take.ms/epAiM
Now within the TO field you’ll currently have [PRIMARY_REGISTRANT_EMAIL] – http://take.ms/GiUtM
We’ll change that for the booker email, we do this using the [PRIMARY_REGISTRANT_ANSWER_*] shortcode…. it allows you to output the value of any question asked to the Primary Registrant.
You use it like this [PRIMARY_REGISTRANT_ANSWER_*{question name}]
So lets say you ask the question ‘Do you like cheese?’, the shortcode would be:
[PRIMARY_REGISTRANT_ANSWER_*Do you like cheese?]
If you answer Yes, it would simply output yes.
So I think yours will be:
[PRIMARY_REGISTRANT_ANSWER_*Booker Email Address]
That will output the answer for the Booker Email Address question (which is an email address, and can be used in TO) Like this – http://take.ms/DCdz4
Save the template and run a test registration.
Use a different email for the Booker email address than you use for the attendee info. Make sure it’s a paid ticket and use the ‘Invoice’ payment method (to make sure we trigger the Pending Payment email) The booker should receive the Pending Payment.
Is that what your looking for?
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Damian Way
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August 11, 2015 at 2:52 pm
Hi Tony,
Yea I think this covers it, I am guessing I can personalise the emails with the same principals, so taking the booker contact name and passing it through a shortcode as above….
I do get this error though when using the shortcode like that:
An error has occurred:
The following shortcodes were found in the “To” field that ARE not valid: [PRIMARY_REGISTRANT_ANSWER_*Booker Email Address]
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Tony
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August 12, 2015 at 5:05 am
Which version number of Event Espresso 4 are you using please?
Is that within the Pending Payment email? That shortcode should work fine within the To field in the latest version of Event Espresso.
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Damian Way
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August 12, 2015 at 9:22 am
Hi Tony,
I have the newer version locally, will check it again when I upload to the demo version.
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Tony
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August 14, 2015 at 9:22 am
Hi Damian,
I just wanted to check in and see if this worked for you?
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Damian Way
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August 20, 2015 at 4:46 am
Hi Tony,
I am getting there with it, back on it today.
I have the question group set up reasonably close to how I want and I am now getting the attendee info on the invoices and emails which is good.
I am just working through the statuses now and making sure that the process works from a usability perspective.
If I have questions on the statuses should I open new threads or continue here?
Thanks
Damian
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Tony
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August 20, 2015 at 9:28 am
I’m glad its working for you 🙂
Generally its fine to add multiple questions within a single thread as we break each one down and work through them.
However as this thread is already getting rather long and has so far been focused on setting up a ‘booker’ to receive the messages, I think it would be best to close this thread and start another if you wouldn’t mind.
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