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One Registration, multiple attendees and emails

Posted: February 4, 2021 at 10:06 am


KimL

February 4, 2021 at 10:06 am

One person in an office is registering multiple people for various events. We want each of those people to get an email with the information for their event when the registration is complete.

We created two questions, Attendee and Attendee’s Email, that are the people we need to email.

Prior to the event, we will use the batch email to send out information for the event, but we are looking for a way to let each person know they were registered at the time of registration.

EE is new for us, so we are still discovering the versatility of EE, but this one has us baffled.

TIA
Scott


Tony

  • Support Staff

February 4, 2021 at 2:51 pm

Hi Scott,

In short, this:

We created two questions, Attendee and Attendee’s Email, that are the people we need to email.

Is actually the wrong way to do this for multiple attendees as the ‘attendee’ is always based on the ‘First Name’, ‘Last Name’ (which can be removed from the question group if needed) and ‘Email’ system questions in the ‘Personal Information’ question group. So if you have 10 registrations using the same Personal Info questions but all have different ‘attendee’ and ‘attendee email’ custom questions that diff, EE doesn’t use those custom questions so they are infact all the same attendee.

Can you link me to an event I can view your setup on, please? I can walk you through how to set the groups up correctly but will need to see what you have already.


KimL

February 4, 2021 at 3:34 pm

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KimL

February 4, 2021 at 3:35 pm

This reply has been marked as private.


Tony

  • Support Staff

February 4, 2021 at 4:17 pm

Ok, so yeah, with regards to EVent Espresso thats set up ‘incorrectly’ (I do understand why you’ve set it up like that, but generally, that setup won’t work for most use cases within Event Espresso for the reason I mentioned above)

So, right now you have the ‘Personal Info’ group named ‘Registration Contact Person’ and a custom group ‘Attendee’ for the Attendee Name and Email. (I’m going to continue calling the Personal Info group by that name as its current use will likely change)

You essentially need those switched around.

Use the Personal Info group for the ‘Attendee’ on the event, which needs to collect at least ‘First Name’, ‘Last Name’ and ‘Email’ (last name isn’t a hard requirement). Split out your Address questions into their own group (why will become clear shortly) and then have a ‘Registration Contact Person’ group which collects the details for that user.

Then in the ‘Primary Registrant’ question groups for the event you select the ‘Personal Info’, ‘Address’ & ‘Registration Contact’ groups to collect those details just one for the group. In the ‘Additional Registrant’ questions, you select just ‘Personal Info’.

Make sense?

The reason for this is registrations within EE are created using the 3 system questions I mentioned above, so you need to collect those specific questions for each ‘attendee’ you want. Especially as you want the ability to email each individual registrant and also want to use the batch message system.


KimL

February 5, 2021 at 1:32 pm

Excellent so far! Thank You!

How do I send an email to the Registrant Contact Person too? Is there a shortcode attached to the email for that person?

Right now, if there are 2 tickets sold, then the 2 attendees get emails, but if the Registrant Contact Person is different than either of the attendees, they don’t seem to get an email.


Tony

  • Support Staff

February 8, 2021 at 5:45 am

They won’t get an email by default because custom questions can be used for anything, so a custom question that captures an email address is still just a custom question capturing a custom value. Event Espresso won’t use that to do anything by default as it doesn’t know the intention of that value (like it does with the system questions).

We don’t currently have a feature to separate the ‘purchaser’/’registrant contact’ from the registrant themselves, however, you can use custom values within the message system to send emails. So if all of your events are going to be using this type of setup, then yes, you can set the message system to send an email to the custom email question.

Does the registrant contact just need a copy of the emails the attendees are receiving or do you need a custom email specifically for them?

(Again, note we don’t have an option to separate them out, but you could use the ‘Primary Registrant’ email context and set the email address of that message to us the custom email question you set in the registration form)


KimL

February 9, 2021 at 1:55 pm

I’m not sure what we want to send yet, but we might just send a copy of the attendee’s emails to start. Whichever, for now, we’ll just CC them on the email(s).

Would I use the shortcode [PRIMARY_REGISTRANT_ANSWER_*]

If so, what do I put after the ‘*’? is it the question text (Email or email) or the question label (Registrant’s Email or registrants-email)?

Or is that not the right shortcode at all?


Tony

  • Support Staff

February 9, 2021 at 2:41 pm

Yes, you’ll use [PRIMARY_REGISTRANT_ANSWER_*]

You add the ‘Question Text’ of the question you want to pull in after the * and it must match exactly.

Looks like you are using just ‘Email’ for that question so the shortcode would be:

[PRIMARY_REGISTRANT_ANSWER_*Email]

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Updated by  Tony 3 weeks, 1 day ago ago

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