Support

July 20, 2015 at 5:24 am

Hi Halfdan Hansen,

Your requirements are rather complex, looking over your current system and transferring that to Event Espresso does not allow for all of the points you have mentioned (changing tickets being the main one) but I’ll try to break each question down and point out any issues.

Within an EE event you can create multiple ‘datetimes’ (which can be considered an ‘instance’ of the event) and then ‘tickets’ that grant access to specific (or all) datetimes. You can set registration limits on a per datetime, per ticket and per event level. This will become clearer as we work through your questions.

– When people register they have to be able to choose from a number of different workshops (commonly they would select 6 as part of a full festival pass, but can also select individually &/or pay to add extras to the pass), currently we have this displayed as a table so they can see all the options next to each other for a given day and time. NB: not everyone will select a workshop as some just come to the evening dances, and/or intensive workshops before and after the festival, all of these need to options to select and pay for.

You could create multiple datetimes within an event (1 as a main festival registration, then each workshop as an individual workshop)

You would then need to create a ticket for each of those datetimes that your users can select as part of the registration. This isn’t as ‘smooth’ as your current system (from the front end) as it’s a little different.

Basically each individual option would need to be a ticket, the user can select any number of these tickets within the registration. With your current system you select a ‘Festival Pass’ which then allows you to select 6 classes because they are assigned to that ticket correct?

This isn’t available within Event Espresso currently and would require some significant custom development in order to work in a similar way.

– They need to register as either a leader or a follower, and the maximum number allowed to register is generally split by gender ie. we could have a maximum of 30 leaders and 30 followers, but not 20:40 to make a total of 60. (NB: our current system only allows them to select leader or follower for their whole registration, but one improvement we seek is for this to selectable on a per workshop basis).

This could be done using a separate ticket that the user would select (so you need 2 additional tickets here, one for a follower another for leader. Once the ticket limit is reached that ticket will no longer be available. So you’d set a ticket limit of 30 for each, once 30 leaders are purchased only the follow ticket would be available.

– In the admin part of the registration system, we can easily see how many people have registered for a given workshop, we would want to still have this functionality (or similar) and I assume EventEspresso can handle this?

Yes Event Espresso can handle this, although this ties in with the first point.

Each ticket is assigned to a datetime, the datetime limit/sold values are what would be considered the registration limit/values (although ticket limits can be used on specific tickets this is slightly different)

– We use ANZ’s gateway provider DPS https://www.paymentexpress.com/Products/Ecommerce/Payment_Express_Hosted to process our credit card payments, so would ideally wish to link that up, though we could use Paypal if you don’t support .

Currently with EE4 we do no support ANZ but we do suppot PayPal.

– Some people register initially with a $50 deposit to hold their place, and will pay the rest closer to the time. Our current system doesn’t handle this well at all, so would be keen to improve on how this could be handled.

The initial deposit would need to be made manually, for example the user would register onto the event, select Invoice or Bank Transfer and send the money across to yourselves.

You can then apply this payment within the admin.

After this the payment would be deducted from the total and the attendee can pay the remainder (in total) using the online gateways within Event Espresso. Or if multiple deposits/partial partments are to be made, each payment would need to made manual until the last (which can be made using the online gateway by the registrant)

For example, if the ticket was $300 and the user wishes to break this down to 3 payments of $100. The first and second $payments would need to be manually applied by yourselves, the final can be made by the registrant.

– We also get numerous changes in the lead-up to the festival with people changing which workshops they want to, we also offer 2-3 day intensive workshops before and after the festival, people often switch to another one, or pull out. And, again this also happens during the festival itself and we have a small team of people to deal with these at the ‘registration desk’. These changes do quite often affect the total price of their registration (both up and down, in our current system I can update the total paid, but not the total due which is less than desirable).

Currently this isn’t something Event Espresso handles easily, you can not change a registrations tickets/price after the registration has been made. To do this you would need to cancel the original registration and reapply another using the same registration details (selecting the new ‘correct’ tickets).

This can be done within the admin but will require all of the registration (and possibly payment is they have already paid) details to be transferred manually to the new registration.

So, while we have plenty of other requirements, I think these are probably the key ones from our perspective – is this something that you see EventEspresso being of use for? And, would the basic functionality support our needs?

Event Espresso can handle these kinds of registrations, but not in the same way your current system does on the front end. You would likely require some custom development to display your ticket selection, moving/editing registrations is not ideal and requires manually re-creating the registrations.

I would recommend signing up to our demo site to Test Drive Event Espresso 4(which gives you full access to the plugin) creating an event and taking a look at how the tickets are output. The above will likely make more sense if you create an event and see how it works.

If you have any further questions (or further explanation of the above) just let me know.