Customizing Admin and Member Confirmation Emails

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Customizing the Member Confirmation Email

There will be one confirmation email sent to the user that by default will display the [Form No Blanks] token with the registration for the event and the donation collected broken out on the same page.  A summary of the transactions will be at the top of the email followed by the details of the event information and then the details of the donation information.

This email will allow admins to configure what information is included on the finish page and to configure the order the information is displayed by supporting the following tokens:

Token Name Description
Form Data The [Form Data] token will display both the event information and the donation information.  The transaction summary would show the event amount and the donation amount if someone made a donation.  Then the event details followed by the donation details from the submission would be displayed.
Form No Blanks  The [Form No Blanks] token includes both the event information fields and the donation information fields that have a value.  The event details would be displayed, but only fields that have a value would be included.  The donation details would display, but only fields that have a value would be included.
Event Form Data The [Event Form Data] token includes only the event information.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the donation details will not be displayed.
Event Form No Blanks The [Event Form No Blanks] token includes only the fields in the event information that have a value.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the donation details would not be displayed and the event details would only display for fields that have a value on the form. 
Event Summary The [Event Summary] token displays Event details such as Event Name, Location, Event Start Date, Event End Date, Event Start Time and Event End Time.
Campaign Form Data The [Campaign Form Data] token includes only the donation information.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the event details will not be displayed.
Campaign Form No Blanks The [Campaign Form No Blanks] token includes only the fields in the donation information that have a value.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the event details would not be displayed and the donation details would only display for fields that have a value on the form. 
Commerce Form Data The [Commerce Form Data] Token displays the Transaction Summary block and the Billing Address and Credit Card Information.

The event admin will be able to utilize these tokens to customize the ordering of the data or if they want to include verbiage between each section of data.  There is no validation in the system to ensure that tokens are included in the event confirmation emails.  It is up to the event admin to ensure that they include either the [Form Data] token, [Form No Blanks] token, the [Event Form Data] token or the [Event Form No Blanks] token.  If none of these tokens are included the confirmation email will not include any event data.

Since two transactions will be processed, a verbiage item has been added to the member confirmation emails, below the transaction summary with the following information: The event purchases and direct donation portions of your total will be billed separately.

Customizing Admin Confirmation Emails

There will be one confirmation email sent to the Event Admin that by default will display the [Form Data] token with the registration for the event and the donation collected broken out on the same page.  A summary of the transactions will be at the top of the email followed by the details of the event information and then the details of the donation information.  The details of the event information and the details of the donation information will appear on the finish page in the order they appear on the form.

There will be a separate confirmation email sent to the Campaign Admin that by default will display the [Form Data] token with the registration for the event and the donation collected broken out on the same page.  A summary of the transactions will be at the top of the email followed by the details of the event information and then the details of the donation information.  The details of the event information and the details of the donation information will appear on the finish page in the order they appear on the form.

If the Event Admin and the Campaign Admin are the same and the email address is the same, the system will compare the tokens in the admin emails and will only send one email if they are the same.  The logic used to identify if the emails are the same is the following:

  • If the same tokens are in the event admin email and the campaign admin email and the tokens are in the same order, the event admin email will be the only email sent.
  • If the same tokens are in the event admin email and the campaign admin email and the tokens are in a different order, the event admin email will be the only email sent.
  • If different tokens are in the event admin email and the campaign admin email and the information is different, then the event admin email and the campaign admin email will both be sent.
  • If different tokens are in the event admin email and the campaign admin email, but the information is the same, then the event admin email will be the only email sent.  Example:  The event admin email includes the Event Form Data Token and the Campaign Form Data Token and the campaign admin email includes the Form Data Token.  In this scenario the information in the email would be the same even though the tokens are different, so only the event admin email would be sent.

 

Event Admin Confirmation Email

The event admin email will be configured through the event.  This email will allow admins to configure the information that is included and to configure the order the information is displayed in the email by supporting the following tokens: 

Token Name Description
Form Data The [Form Data] token will display both the event information and the donation information.  The transaction summary would show the event amount and the donation amount if someone made a donation.  Then the event details followed by the donation details from the submission would be displayed.
Form No Blanks  The [Form No Blanks] token includes both the event information fields and the donation information fields that have a value.  The transaction summary would show the event amount and the donation amount if someone made a donation.  The event details would be displayed, but only fields that have a value would be included.  The donation details would display, but only fields that have a value would be included.
Event Form Data The [Event Form Data] token includes only the event information.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the donation details will not be displayed.
Event Form No Blanks The [Event Form No Blanks] token includes only the fields in the event information that have a value.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the donation details would not be displayed and the event details would only display for fields that have a value on the form. 
Event Summary The [Event Summary] token displays Event details such as Event Name, Location, Event Start Date, Event End Date, Event Start Time and Event End Time.
Campaign Form Data The [Campaign Form Data] token includes only the donation information.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the event details will not be displayed.
Campaign Form No Blanks The [Campaign Form No Blanks] token includes only the fields in the donation information that have a value.  The transaction summary would still show the event amount and the donation amount if someone made a donation, but if only this token is used the event details would not be displayed and the donation details would only display for fields that have a value on the form. 
Commerce Form Data The [Commerce Form Data] Token displays the Transaction Summary block and the Billing Address and Credit Card Information.

The event admin will be able to utilize these tokens to only include event data in the confirmation emails.  Admins must be careful using these tokens, because there is no validation in the system to ensure that tokens are included in the event confirmation emails.  It is up to the event admin to ensure that they include either the [Form Data] token, [Form No Blanks] token, the [Event Form Data] token or the [Event Form No Blanks] token.  If none of these tokens are included, the confirmation email will not include any event data.

NOTE:  If the option to 'Include donation information in event reporting' is not checked, they will still be able to see the donation amount in the admin confirmation email.  In order to NOT see the donation amount, the confirmation email that is sent to the Event Admin should include tokens that will only show Event information like the [Event Form Data] and the [Event Form No Blanks] token.

Since two transactions will be processed, a verbiage item has been added to the admin confirmation emails, below the transaction summary with the following information: The event purchases and direct donation portions of your total will be billed separately.

 

Campaign Admin Confirmation Email

The campaign confirmation email is configured when setting up the campaign to which the donation category is associated.  This email will allow admins to configure the information that is included and to configure the order in which the information is displayed in the email by supporting the following tokens: 

  • [Campaign Form Data]
  • [Campaign Form No Blanks]

These tokens will allow the campaign admin to set up the email to only include donation information for the donation received through the event.  In order to just see the donation information, the campaign admin should set up the campaign admin email with the [Campaign Form Data] token or the [Campaign Form No Blanks] token.  Then only campaign data would appear in their confirmation emails.  Admins must be careful using these tokens, because there is no validation in the system to ensure that tokens are included in the campaign confirmation emails.  It is up to the campaign admin to ensure that they include either the [Form Data] token, [Form No Blanks] token, the [Campaign Form Data] token or the [Campaign Form No Blanks] token.  If none of these tokens are included the confirmation email that is sent for all the donations to the campaign itself will not include any campaign data.

Since two transactions will be processed, a verbiage item has been added to the admin confirmation emails, below the transaction summary with the following information: The event purchases and direct donation portions of your total will be billed separately.

Additional Email Business Rules

  • If the admin confirmation email option is disabled for the event, then no email will be sent to the event admin when the event with donation form is submitted.  The email would still go to the campaign admin if the option is enabled on the campaign.
  • If the admin confirmation email option is disabled for the campaign, then no email would be sent to the campaign admin when a donation comes in through the event.  The email would still go to the event admin if the option is enabled on the event.
  • If the admin fills out the form on behalf of the user and disables the 'Send confirmation email to admin" option on the finish page the confirmation email will not be sent to the event admin or the campaign admin.
  • If the admin fills out the form on behalf of the user and disables the 'Send confirmation email to member" option on the finish page the confirmation email will not be sent to the member.
  • If no donation is made on an event registration, then a confirmation email will only be sent to the event admin.  The campaign admin will not receive a confirmation email.
  • If the donation transaction fails, then a confirmation email will only be sent to the event admin.  The campaign admin will not receive a confirmation email.
  • If the user comes back into the event and edits their registration, a confirmation email will only be sent to the event admin.  Since the user will not be able to donate during the editing process, an email will not need to be sent to the campaign admin.

 

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