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Waitlist Approval Payments

Posted: May 27, 2021 at 10:31 pm


Matt Shane

May 27, 2021 at 10:31 pm

Hi there –

So we are manually approving and controlling the waitlist for our Events. My question is when we open up and approve people from the WL to the class the payment method approved says via CASH. We use Paypal to process all payments directly and do not want to take cash or approve cash payments. How do we handle this? Can we send a payment invoice for the event that is triggered once the person is manually approved from the Waitlist to a spot in the event? How do we address this?

Thanks!


Tony

  • Support Staff

May 28, 2021 at 3:57 am

Hi there,

How are you approving the waitlist registrations?

Can you add a screenshot that shows what you can see, please?

https://eventespresso.com/wiki/troubleshooting-checklist/#screenshots


Matt Shane

May 28, 2021 at 7:22 am

I manually approve the registration and then select approve payment because even after manually approving the person the payment shows “incomplete”. So the payment is approved but it shows – via Cash. We want them to pay via CC through Paypal Express like everyone else and because the event is virtual. How did this happen and what can we do to get online payments from each person on the Waitlist we manually approve?

Thanks!

https://alexandertechworks.com/wp-content/uploads/2021/05/Screen-Shot-2021-05-28-at-6.18.27-AM.png


Tony

  • Support Staff

May 28, 2021 at 8:52 am

I manually approve the registration

This part is fine, some people use ‘Pending payment’ for this but its up to you here.

With regards to Waitlist registrations, setting them ‘Pending Payment’ basically means they are able to complete the registration (payment) and don’t apply to the ‘sold’ values until they do.

Setting them to ‘Approved’ is similar to the above except they Approved registrations always apply to the sold values, regardless of payment.

then select approve payment because even after manually approving the person the payment shows “incomplete”.

You don’t want to manually approve/apply a payment unless you’ve already received it. So are you Approving a payment already there or applying a payment to the transaction?

Note that by doing either, you aren’t setting EE to ‘allow’ that payment, your basically saying you’ve received that payment and logging it against the transaction in EE.

For waitlist registrations, all you need to do is update the Registration status to whatever you prefer to use (as above) and then trigger a payment reminder. Manually applying/approving a payment is telling EE you have received a payment and it should apply to the transaction.

The transaction will (and should) show as incomplete until the user has actually paid. Waitlist registration don’t get the opportunity to pay until after you changed the registration status and triggered an email to send with a link for them to pay. They they click the email and complete the registration, they will see the ‘Payment options’ step as a ‘normal’ registration does and they select the payment method they are using, in this case you want PayPal so I assume that’s the only one available? They then pay and the payment is applied to the transaction automatically.


Matt Shane

May 28, 2021 at 9:26 am

Ok so instead of approved I should set the value to Pending Payment and it will trigger EE to send a payment notification then?

Is it too late to do that now that I have marked them approved or can I change the status to pending on those I have marked approved?

Thanks!


Tony

  • Support Staff

May 28, 2021 at 2:51 pm

Ok so instead of approved I should set the value to Pending Payment and it will trigger EE to send a payment notification then?

I would set to Pending Payment and then click to trigger the payment reminder, EE can trigger the ‘Registration Pending Payment’ when you set the status, but the payment reminder helps.

Is it too late to do that now that I have marked them approved or can I change the status to pending on those I have marked approved?

No, it’s not too late, you can change the status whenever you need to.

What I would do is delete the payment from the transaction (don’t trigger messages when you do it), then change the status to Pending Payment (again, without triggering messages) and then click to send the payment reminder.

I’m assuming you already know how to do all of the above but can add some more details if needed?


Matt Shane

May 29, 2021 at 2:06 pm

Will give it a shot. Thanks for your detailed help Tony.


Tony

  • Support Staff

June 1, 2021 at 3:49 am

You’re most welcome, please do let me know if you run into any issues.

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