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How to address Email Templates to Proper Ticket Notice Registrant

Posted: May 27, 2020 at 9:20 pm


Jarred

May 27, 2020 at 9:20 pm

When I open up the “Payments Received” email global template. The “TO” line includes the “Primary Registrant” shortcode.

But when I open up the “Ticket Notice Global email template” the “TO” box is empty? The tickets still get emailed but Im confused for when I make “Custom Templates”.

Do I need to ALWAYS include the “Primary Registrant shortcode” in the “TO” line? Or only for certain Template Types?

Does EE automatically dynamically choose who to email the Ticket Notice templates too? This is the default Ticket Notice Template. Notice the “To” line is blank.
https://www.screencast.com/t/irpyBoKGm

But on the Payment Received global template, the “TO” line includes the shortcod. So whats the explanation to know WHEN we SHOULD include shortcodes in the “TO” line AND when we SHOULD NOT include shortcodes in the “TO” line.
Payment received Template Global default
https://www.screencast.com/t/TK0Fr6aB

So basically, what I am wanting to find out is WHEN or WHY or HOW are we supposed to know whether or not WE should include SHORTCODES on our “Custom Templates” because on the “Global” default tickets, some of them have the shortcodes and some do not.

Thanks


Jarred

May 27, 2020 at 10:35 pm

Also, is there a way to turn off Email notices on a “Per Event” basis?

So if on Event A, I want all 3 global templates that normally get sent.

And for Event B, I could choose to only send 1 global template.

Is this possible?


Tony

  • Support Staff

May 28, 2020 at 8:49 am

Hi Jarred,

Messages have multiple ‘contexts’, which are essentially multiple templates within a message type and each of those can be edited independently.

So to use one of your examples:

When I open up the “Payments Received” email global template. The “TO” line includes the “Primary Registrant” shortcode.

Which context are you editing? (See HERE)

Payment related messages such as ‘Payment Received’ are only intended to go to the Primary Registrant as EE considers them to be the registrant that will handle all payment details.

That message type has 2 ‘contexts’, the Event Admin (the event admin may want to know when a payment was received) and Primary Registrant (you may, or may not, want to send an Email to the primary registrant when a payment is received).

Each of those contexts can be edited on their own and by default the Event Admin context is set to not send by default, you can tell because when you view them in Default Message Templates the ‘Edit Event Admin’ link is grey, like so:

https://monosnap.com/file/0FHZBdhFFhSaRMSMtUu5IZXsQRYgGT

See how the ‘Edit Primary Registrant’ link is ‘active’/blue, that context is active on that message type.

If you are clicking on ‘Edit Event Admin’, and/or the page title shows ‘Event Espresso – Editing Email Payment Received Template (Event Admin Recipient)’ and you have a [PRIMARY_REGISTRANT_EMAIL] shortcode in the ‘To’ field, you are using the event admin context and sending it to the primary registrant, I recommend you don’t.

For each message type you can loop over the contexts and ask yourself ‘What do I want to send to {context} when {message type} is triggered?’

So:

Q. What do I want to send to Event Admin when Payment received is triggered?
A. Nothing? Then disable that context.

Q. What do I want to send to Primary Registrant when a Payment received is triggered?
A. Some details about the payment? Enable it and make sure it’s going where we expect. So the ‘Primary Registrant’ context will ONLY trigger on the primary registrant of a group, so we use [PRIMARY_REGISTRANT_EMAIL] to send the email to them.

There is a huge amount of flexibility in the message system so the answer to most of your ‘should I’ question is ‘its up to you and depends what you want to do’.

But when I open up the “Ticket Notice Global email template” the “TO” box is empty? The tickets still get emailed but Im confused for when I make “Custom Templates”.

Sounds like you are editing the ‘Primary Registrant’ context of the ticket notice (which by default is disabled), the registrant context is used by default.

Does EE automatically dynamically choose who to email the Ticket Notice templates too? This is the default Ticket Notice Template. Notice the “To” line is blank.
https://www.screencast.com/t/irpyBoKGm

No offence intended here but the flood of arrows on that screenshot just make it harder to read, including the arrows over the text. 14 arrows when 3 or 4 could have highlighted everything on that page just as easily 🙂

So my above guess is correct, you are editing the ‘Primary Registrant’ context.

Check the Registrant context.

A ticket notice is sent to each individual registrant within a group, so it’s using the registrant context. For a single message sent only to the Primary Registrant, you would use the Primary Registrant context.

So whats the explanation to know WHEN we SHOULD include shortcodes in the “TO” line AND when we SHOULD NOT include shortcodes in the “TO” line.

This about where the message will go and which context you are in.

If you want to send an email to the Event Admin, then the Event Admin context is set up for that user. You can use various shortcodes in that context but it is intended for that to go to the Event Admin.

If you want a separate message to go to the Primary Registrant (in some cases the Primary Registrant is BOTH the Primary and normal Registrant) then you use the ‘Primary Registrant’ context (if available), that context will pull the Primary Registrant object from the group and set up the data for it. So you would use the [PRIMARY_REGISTRANT_ shortcodes in the to field for that context.

If you want the message to go to each and every registrant in the group, you use the Registrant context. That context loops over EACH registration in a group and set up the template for each individual registration object. You would use the ‘[RECIPIENT_’ shortcodes in the to field there.

It all depends on which message you want to send and to whom.

So basically, what I am wanting to find out is WHEN or WHY or HOW are we supposed to know whether or not WE should include SHORTCODES on our “Custom Templates” because on the “Global” default tickets, some of them have the shortcodes and some do not.

I can’t answer that, only you can as it depends where you want to messages to go.

If you are simply looking to change the default content but keep the default behaviour you leave the shortcodes as is and just change the content of each context.

It sounds like most of the confusion you have right now as you are missing that message types have contexts and each of those are independent or each other, they can all be edited to be completely different if needed. The name of the context hints at where that context is intended to be used for and which shortcodes you would use (Event admin = event admin shortcodes, primary registrant = primary registrant shortcodes and registrant = recipient shortcodes) but that doesn’t means you can’t also use other within them, again there is a huge amount of flexibility in the system.

Also, is there a way to turn off Email notices on a “Per Event” basis?

Yes, this is possible but you do it using custom templates that are set not to send messages.

We can revisit this in a little as your earlier questions need to be clarified first, otherwise your just adding to the confusion.


Jarred

May 28, 2020 at 3:10 pm

Okay I think I’m closer to understanding. Maybe this short video clip will explain myself better. I will post the link to video as private. But the answer can be public so it might help someone in the future. Thanks


Jarred

May 28, 2020 at 3:10 pm

This reply has been marked as private.


Tony

  • Support Staff

May 28, 2020 at 3:39 pm

Ok, so your first question up to 1:10 is:

Does clicking ‘edit’ on any/each of the message types listed in the notifications section apply to an event specific message type.

The answer is no, not if they are set to use ‘Global’ templates.

The ‘Global’ templates are the ‘Default Message Templates’, if you click edit for a message type that is global, you are editing the Default Message Type, meaning the changes apply to all events set to use the ‘Global’ template (hence the ‘Global’ naming, they are use globally across all events unless you have a custom template set on the event).

So as an example, lets say all of your events use the same ‘Registration Approved’ email. Even if its different from our ‘default’ content (meaning the content we set up by default in the message templates) you would use the ‘Default Message Templates’ and edit those to suit. So then YOUR default message templates fit YOUR events by default.

Custom templates then allow you to specify specific templates on specific events, say you have a specific type of event like webinar events that you want to use completely different content within the ‘Registration Approved’ message type. You could create a custom template and set that on those events.

Which brings up another point, even if you are using custom templates, the template ‘edit’ button is not EVENT specific, it is template specific. So say you created a custom template and called it ‘Webinar 1’… then set than one 10 events. Clicking edit on event 9, edits the template itself and thats still used by all of those events, so the changes apply to all.

If you wanted another change for a specific event, you create another custom template and set that on the event.

Part 2.

You created a custom message template for the ‘Ticket Notice’ message type and that is set on the event.

Clicking edit goes to that specific custom template and the button opens the ‘first’ context on any message type, in this case, that’s the ‘Primary Registrant’ context.

So right now you’ve customized the ‘Primary Registrant’ context and your asking what the ‘Registrant’ context is used for. On your site, you only collect 1 email on the registration form and then any additional registrations only collect name (be it first, last, both, etc) and you’re asking if you should be setting this up differently.

The answer to this depends on how you want it to work.

If you only collect the EE system question group ‘Personal Information’ for the primary registrant then all additional registrations in the group are linked to that same registrant with additional custom questions saved to that registration.

Can you link me to a test event I can run some group registrations on to view your setup? I can’t really answer without seeing how you are collecting the info.

(If you create a test event and password protect it, then post the password here it will prevent normal users from registering onto it)

To answer your question about the registrant context, yes, disabling that context stops users getting that context. You are calling it the ‘default’ template although technically it’s not, its a copy of the default (Global) template in your custom template. You will ALWAYS have a ‘Primary Registrant’ as EE requires the personal info at least once.

With regards to you using [COMPANY] in the from field, you need an email address there. [COMPANY] will parse to literally your company name, so you can’t have an email from ‘My Company’ (even though your clients can show email like that now, they aren’t just from ‘The Company’, it’s just displaying the name as they use ‘formatted’ email address.

You need to use [CO_EMAIL_FORMATTED] to do what you are asking.

Also, CO_EMAIL doesn’t send from you user email (you mentioned that in the email, so just clarifying here), it parses to the email address set in Event Espresso -> General Settings -> Your Organization -> primary Contact email.

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Updated by  Tony 1 month, 1 week ago ago

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