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Send Bulk Payment Reminders

Posted: November 26, 2020 at 2:37 am


JacqK

November 26, 2020 at 2:37 am

Hello

We have the latest EE4.

We would like to be able to filter registrations for those that are unpaid for a particular event and then send payment reminders to registrants for that event

At the moment I can see that we can go to Transactions and filter for incomplete transactions – however it does not seem we can filter the incomplete transactions so that we only see the incomplete transactions for a particular event. Is it possible to filter this way and send payment reminders to attendees registered to attend a specific event?

Regards

Joe
PS: sorry about all the questions, I think this is probably the 3rd or fourth in the last weeks πŸ™‚


Tony

  • Support Staff

November 26, 2020 at 3:27 am

Hi Joe,

By default, we don’t have a transaction status filter on the registration list table but it possible to add one with a snippet, like this:

https://gist.github.com/Pebblo/22995de5472c46a361ecc206bc8e9f9b

That adds a ‘TXN Status’ dropdown to the filters shown on the Registration List table, meaning you can filter for ‘Incomplete’ transactions (along with any additional filters you want to set).

However, triggering a ‘payment reminder’ email can not be done in bulk.

Before digging into a solution for that, are you setting all of your registrations to be Approved or are unpaid/incomplete transactions still set to Pending Payment as they would by default?


JacqK

November 28, 2020 at 8:58 pm

Thanks Tony. We would be setting all our registrations to approved, So we will have a number of transactions that are approved, but not paid for.

We had previously thought that we could apply the filter to the registrations section and send a bulk email however it seems the invoice link can’t be included in bulk email message type, but can be included in the payment reminders type of messages.

Regards, joe


JacqK

November 28, 2020 at 9:07 pm

Ps: so we would want to apply two filters at once to the transactions – one filter so that we can view transactions for a specific event, and at the same time a filter that filters down those transactions for that event to the ones that are not paid for. We would then hopefully get to a point where we can select those transactions (I.e. the attendees of a specific event that have not paid) and email the payment reminder to all those. The payment reminder would include an invoice link.

Regards,Joe


Tony

  • Support Staff

November 30, 2020 at 4:01 am

As mentioned, you can’t bulk send the payment reminder email so this isn’t going to work how you are currently expecting.

We would then hopefully get to a point where we can select those transactions (I.e. the attendees of a specific event that have not paid)

It sounds like you are confusing Registrations with Transactions and thats important as you can’t filter transactions in the way you need to, but you can filter registrations.

Within Event Espresso:

A ‘registration’ is where somehow has registered onto the event using a ticket.

A ‘transaction’ groups together registrations and the payments for them. Say you select 4 tickets in a single group, they are assigned to a single transaction. Same with a single registration but the point is that you want registrations, not transactions.

So to filter your registrations so you can any registrations assigned to paid transactions, you first add the snippet I gave you above to the site. You add that to a custom functions plugin and we have some documentation on creating one here:

https://eventespresso.com/wiki/create-site-specific-plugin-wordpress-site/

Then to filter registrations for a specific event go to:

Event Espresso -> Events -> {hover over the event} -> Registrations.

Now you have a list of all registration for that event.

My snippet adds a ‘TXN Status’ filter to the top of that list and here’s a quick example:

https://monosnap.com/file/2E1uvwTIzjaghImxlsBxC93wRuMsgq

IN that event I have a ‘Pending Payment’ registration and 2 ‘Approved’ registrations (one paid and one unpaid).

If I use the ‘TXN Status’ filter the above added I can filter to view Approved registrations with Incomplete transaction, meaning they are unpaid, like this:

https://monosnap.com/file/QXhiM0e5ufYLVDuQ63HGyWYqPE8qlG

So, is that what you are looking for in terms of filtering?

I’ll move onto the methods you can use to send the invoice link over after we’ve confirmed you can no filter the registrations you need to.


JacqK

December 6, 2020 at 1:26 am

Ahh yes, thanks Tony. That is the filtering we are looking for. If you could let us know methods to then send easily send the invoice link in reminders to the Approved registrations with an Incomplete transactions that would be great.


Tony

  • Support Staff

December 7, 2020 at 3:29 pm

So the way I would do this, is to include it within the ‘Registration Approved’ email.

Event Espresso -> Messages -> Default Message Templates -> Registration Approved -> Edit Registrant.

Add something like:

>If you haven’t paid for your registration yet, you can find your Invoice here: [INVOICE_LINK]

Into the main content section and save.

Then filter your registrations, select the ones you want to trigger the email for (I recommend selecting smaller batches like 20 at a time)

Then in the ‘Bulk options’ (top left) select ‘Approve and Notify Registraions’

That will tell Event Espresso to set the registration to Approved (I know they are already) and retrigger the ‘Registration Approved’ message, which now includes a link to the invoice.

You could also include a payment link directly within the email if preferred using [PAYMENT_URL] or [PAYMENT_LINK_IF_NEEDED_*]

Test out the above on a single registration first (or a small group) to confirm it works how you want before you start triggering large batches, but does that sound like it will work for you?


JacqK

December 9, 2020 at 11:18 pm

Many thanks Tony

This is an option, though we find that emails that are dedicated only to requesting payment are the most effective for getting people’s attention, rather than sending them say a registration confirmation email again that also includes a request for payment. Is there a way of perhaps being able to create a separate custom email in the approved registration type of messages and then being able to select that option after selecting the “Approve and Notify Registrations.

Regards

Joe


Tony

  • Support Staff

December 10, 2020 at 3:59 am

Hi Joe,

You can, it just takes a little more admin work before triggering the email.

You need to set a custom message template on the event that you are triggering registrations for first, then trigger the emails.

So go to Event Espresso -> Events.

Find the event in question and click to edit, then look in the ‘Notifications’ section and then the Email tab.

For Registration Approved if you already have a custom template you want to use select it and save the event.

If you don’t already have one, click the Create custom button, give the template a meaningful name and description and click create template.

That will create a copy of your default template for Reg Approved, create a cust template and assign it to the event, now save.

Once saved, click the edit button in the notifications section for that custom template. Make sure you are editing the correct context (see HERE) and alter the template as you see fit.

Now to trigger the custom template it’s the same as above.

Does that work for you?

If you create the template in a generic way using shortcodes for info where available you can use that same template on multiple events.

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Updated by  Tony 2 months, 2 weeks ago ago

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