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Registrations with a Wait List status that then did something odd…

Posted: May 15, 2019 at 10:08 am


codingforsail

May 15, 2019 at 10:08 am

Hi,
We are having trouble with some of the registrations and transactions and can’t work out what is going on. Hoping that you can help me to figure it out…

There is an Event called “25th May” evt_id is 997.
There is a transaction against this event txn_id 410. It was created on 18 December 2018.
On 16 April 2019, Emma (responsible for bookings) created an additional 23 camping registrations for this event. txn_id 575 was created as a result. Each registration shown for this transaction has a status of “Wait List”. We don’t know why this was the status.

Sometime after this I restored a backup onto a temporary hosting, which I can give you access to. The following is Emma describing what she did and what she saw after the backup was taken:

“I have just looked at the booking and it initially said that it was wait listed and showed just a shell with registrations against it but with zero value. I went into the registration details under the transactions section and changed the status to pending payment and #575 is now showing as an additional registration and 22 cancellations and has a value of £5. I went into the booking to reopen the booking of camping on 25th May as I wondered if the fact that the camping activity had expired had affected things but that had no affect. I cannot understand why 22 of these transactions are showing as wait listed. If you then go into the booking calendar and select to show details against the camp activity the numbers of registration that are sold, remaining, total sold and left do not make sense at all. Please can you help me?
I just want the booking to show as an additional 23 camping spaces and to be able to pay a deposit against it of £28.75 against it.
If you could explain what has happened I would be really grateful.”

Transaction 599 was created before the backup I restored was taken.

Transaction 602 made by a David (Anita) Woodall was created by me trying to reproduce what Emma did when she added the 23 camping registrations. In this case though, the registrations were correctly created with a status of Pending Payment.

Please can you help me explain to the client what has been happening and how to resolve it?

Please could you notify my email address registrations@codingforsail.uk of any reply?

Kind regards,

Anita


codingforsail

May 15, 2019 at 10:13 am

This reply has been marked as private.


Tony

  • Support Staff

May 16, 2019 at 5:32 am

Hi there,

Did the live event have the waitlist add-on activated at the time of the registrations? I can see currently does not, but just confirming it didn’t previously.

Can you provide details on how Emma adds the registrations? Is it through the front end or the admin?

I know it may seem like a strange question but a full breakdown of how the registrations were added my help narrow down the cause.

Registrations with a status of ‘Waitlist’ are effectively placholders, they don’t could towards the event at all, but they can be updated to do so.

Knowing that, a quick explanation on this:

If you then go into the booking calendar and select to show details against the camp activity the numbers of registration that are sold, remaining, total sold and left do not make sense at all.

‘Sold’ values are a count of ‘Approved’ registrations (Meaning only registrations with a status of ‘Approved’) and on the site you sent, that’s 24.

‘Remaining’ is the difference between ‘Sold’ and the Qty set on the ticket/datetime. On the site you sent me its 23.
Your ticket has a Qty of 47.
Qty – Sold = remaining.
47 – 23 = 23 (so thats correct)

Total Sold is a combination of all of the tickets sold on the datetime(s) set on the ticket.

Total Spaces available is a combination of all of the spaces available across the tickets/datetimes within the event.

Knowing that Waitlist registrations are essentially placeholder registrations, they don’t apply to any of those values.

To ‘fix’ the registrations that are asigned to TXN 575 they all need to be switched to either pending payment (if you don’t want them to could towards the ‘sold’ values) or ‘Approved’ (if you DO want them to apply to sold values). You’ll then be able to add a payment to the transaction.

So to update those registrations you go to Event Espresso -> Events -> {hover over event 997} -> Registrations.

That will list all of the registrations for that event.

Set the ‘Wait list’ status in the filter at the top and click the ‘Filter’ button – https://monosnap.com/file/Qam3m1oBq5hMAjXvr6UDqGzOAeC7jW

The will list all of the waitlist registrations, click the checkbox next to ID to select them all (on the current page), and in the bulk actions select ‘Set Registrations to {desired status}’ (My example uses Pending Payment) – https://monosnap.com/file/Vjr39gD1DouCGpn7x8tqghgYN8YO8s

Do that for page 2 to cover all of the registrations.

Now you’ll have a ‘normal’ transaction that you can apply a payment to in Txn 575


codingforsail

May 16, 2019 at 11:54 am

Hi Tony,

To answer your questions, we don’t think the WaitList add-on would have been activated, but Emma is checking with a colleague. It was not activated when I launched the website, as you had not released it yet. I will confirm when I know more.

If it was not activated, how could the registrations have been created with that status?

Emma adds registrations through the admin area.

Emma has since spoken with David Woodall, who says he “did something” to the registrations, which we are thinking that maybe he cancelled them (see Emma’s description that I couldn’t reproduce).

Kind regards,

Anita


Tony

  • Support Staff

May 16, 2019 at 3:50 pm

To answer your questions, we don’t think the WaitList add-on would have been activated, but Emma is checking with a colleague. It was not activated when I launched the website, as you had not released it yet. I will confirm when I know more.

Great, thank you.

If it was not activated, how could the registrations have been created with that status?

‘Wait list’ is a core status, its built into the core plugin.

The waitlist add-on utilizes that status but registrations can be manually set to waitlist even without the add-on, for example when editing a registration – https://monosnap.com/file/rxYneCBKnSFyp5luU7I9vq4Y4FZrf6

How you would set a complete group registration to waitlist, I’m not sure and can’t see how it would happen in the code.

Emma adds registrations through the admin area.

Emma has since spoken with David Woodall, who says he “did something” to the registrations, which we are thinking that maybe he cancelled them (see Emma’s description that I couldn’t reproduce).

Unfortunately, as you’ve already mentioned, that’s not enough to be able to reproduce this to investigate further.

I’ve read over your opening post multiple times now but I’m not sure what I should be looking for in relation to this reply.

The steps to fix the 575 transaction remain the same, you need to set the registrations assigned to that transaction to either Pending Payment or Approved.

I can break Emma’s description down to explain each section if that helps?

—-

Throughout the opening post, there seems to be some cross over between transactions and registrations, there are registrations statuses being mentioned against transactions. That may sound like I’m being a little nit-picky, I’m not intentionally trying to be but mixing the statuses between the two causes some confusion. So to break down the above:

I have just looked at the booking and it initially said that it was wait listed and showed just a shell with registrations against it but with zero value.

This sounds like you are looking at the transaction, which can not have a status of Waitlist. If all of the registrations assigned to a transaction are waitlist, the transaction will have no value and therefor will have a status of complete.

The registrations assigned to that transaction can have a status of waitlist, the transaction can not.

I went into the registration details under the transactions section and changed the status to pending payment and #575 is now showing as an additional registration and 22 cancellations and has a value of £5.

What you’ve done there is change ONE of the registrations from Waitlist to Pending Payment. That registration updating will assign the value of the registration to the transaction, it will update its status to incomplete.

We could do with improving the UI of the registration details shown on the transaction a little here as you don’t have 22 cancellations, you have 1 Pending Payment registration and 22 Wait list registrations, all assigned to that one transaction. As mentioned above waitlist registration are effetively ‘placeholders’ they don’t have a value and so dont add any additional values to the monies within a transaction.

I went into the booking to reopen the booking of camping on 25th May as I wondered if the fact that the camping activity had expired had affected things but that had no affect.

The way in which the transaction shows now is not related to the ticket status, its all down to the status of the registrations assigned to the transaction. Change them from waitlist registrations to pending payment and EE will update the transaction accordingly.

I cannot understand why 22 of these transactions are showing as wait listed.

22 registrations are showing as waitlist and are all assigned to transaction 575.

How they got have a status of waitlist I’m unsure, there’s just not enough info for me to answer that, but again, to fix them you need to update the status of those 22 registrations to something other than waitlist.

Pending payment if you don’t want the registrations to count as sold
Approved if you do want them to count as sold.

Once you’ve done that, you can apply a payment to the transaction.

If you then go into the booking calendar and select to show details against the camp activity the numbers of registration that are sold, remaining, total sold and left do not make sense at all.

Explain above, those numbers are correct with the current registrations.

I just want the booking to show as an additional 23 camping spaces and to be able to pay a deposit against it of £28.75 against it.

For them to show as sold spaces, the registrations all need to be set to Approved.


codingforsail

May 17, 2019 at 9:52 am

Hi Tony,

Emma has confirmed that the waitlist add-on has never been activated.

Thanks for explaining about the wait list status.

Yes, I realise that “doing something” is not enough for you to reproduce! I used to get bug reports like that when I worked as a developer, and simply meant that we can disregard that part of Emma’s description as it was down to an end user.

In my opening post I was trying to be specific about registrations and transactions, but I know Emma sometimes interchanges the terms.

I will try to use what you have explained to me to explain to Emma and colleagues.

Thank you for all your time.

I’ll raise a separate ticket if I don’t understand anything else they have asked about.

Have a good weekend.

Kind regards,

Anita


Tony

  • Support Staff

May 17, 2019 at 1:40 pm

Please do let us know if we can clarify any further.

Same to you, Anita.

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Updated by  Tony 2 months ago ago

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