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Kylee
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November 21, 2015 at 9:28 pm
Hi – For my events, the attendees are registered by the finance department of the organisation generally. So the primary registrant should not be on the invoice as “Invoiced to”. Instead I need to put another question on the registration form “Who to make the invoice out to (name and/or organisation name)”. This needs to be a merge field in the invoice, perhaps [invoiced_to].
Otherwise, they’ll just email me and ask me to redo the invoice to make it out to the correct person or department. Can you please tell me how to create this new merge field and attach it to the new question/answer on the form? Thanks
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Kylee
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November 21, 2015 at 10:45 pm
Hi again
Also, looking at these emails, none of them should go to a registrant. They should all go to the purchaser. All the registrants should receive is a welcome email which I will create. All other emails go to the purchaser. Any advice you can give me on this would be great. Thanks!
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Tony
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November 23, 2015 at 3:29 am
Hi Kylee,
Having a ‘purchaser’ that is separate from the Primary Registrant is not officially supported by Event Espresso currently, however it is possible to do.
If you go to EVent Espresso -> Registration Form.
Click on the Questions tab – http://take.ms/zk4rr
Then create a new question – http://take.ms/PWjq4
Within the question text add ‘Invoice to’ and then save – http://take.ms/O3BaW
Add the question to one of your question groups, for example the Personal information group – http://take.ms/l3F0P
Now within the Invoice message (Event Espresso -> Messages -> Invoice)
Where the Bill to section is within ‘Main Content’ you can swap out the shortcodes and use the Dynamic shortcode:
[PRIMARY_REGISTRANT_ANSWER_*]
With that shortcode you can pass over your question text to tell the shortcode to get the answer for that question, so in this example we used ‘Invoice to’, so our shortcode would be:
[PRIMARY_REGISTRANT_ANSWER_*Invoice to]
Like this – http://take.ms/hiMAM
Now when the invoice is generate it will parse to whatever was entered into that field.
You can repeat these steps for all of the address fields if you prefer, so you could create a ‘Billing information’ question group and add all of the questions to that. Swap out of all of the shortcodes and request that question group from your primary registrant, would that work?
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Kylee
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November 23, 2015 at 4:09 am
It looks like it will for the invoice.
Now the more serious issue is that the registration pending payment email and other payment-related emails should go to the purchaser (the finance department) in the organisation. Not the registrants. They won’t do anything with these emails and the finance area won’t know about them.
It’s weird to me that this wasn’t thought of originally. So many big organisations pay for staff to go to events and the staff just get told to go. They don’t deal with the admin of it. I hope I can sort this one out.
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Tony
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November 23, 2015 at 4:33 am
The best way to do that would be using a similar method to above.
You’ll need to capture the billing email address within a custom question, then edit the ‘Registration Pending Payment’ and payment messages to use:
[PRIMARY_REGISTRANT_ANSWER_*Billing email]
(or similar depending on your question text)
Within the ‘To’ fields for those templates – http://take.ms/9E4Px
Ensure you are working within the correct context for the messages.
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Kylee
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November 24, 2015 at 12:12 am
Those were all great solutions, thank you.
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Tony
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November 24, 2015 at 1:52 am
You’re most welcome, Kylee.
Just let us know if you have any further questions 🙂
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