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 (if a Donation Category is included) 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.

There are a variety of tokens that can be used. To see the tokens you can use to customize, review the Tokens for Confirmation Emails article.

The event admin will be able to utilize 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 appropriate tokens to recap the event information.

Since two transactions will be processed (assuming the Donation Category is being utilized), 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. 

There are a variety of tokens that can be used. To see the tokens you can use to customize, review the Tokens for Confirmation Emails article.

The event admin will be able to utilize 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 appropriate tokens to recap the event information.

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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