Managing Event Payments
The Events module supports the use of both unpaid and paid events. This article outlines how fees are collected, how records are updated in the CRM, and how to configure the supported payment gateways. You can use multiple payment connectors for different Events.
Required Payments
The following describes the Required Payment feature functionality.
When Student Registers for Paid Event
- A contact record is created (or matched to the existing record).
- Contact Schedule Item is created and set to "Pending."
- A seat is held in the event for the student
- A Payment Details record is created for the transaction
- Purchase Item records are created for each event
If fee is paid
- If payment gateway confirms the fee is paid:
- The "Pending" flag is cleared
- "Confirmed" and "Fee Paid" flags are set
- Registration confirmation email is sent to the student.
- Payment Detail record is updated with transaction details
If fee is not paid
- If the payment timer expires (detailed below) before payment is received:
- The "Pending" flag is cleared
- "Cancelled" and "Payment Expired" flags are set
- "Payment Window Expired" email is sent to the students
- The held seat is released for use by others
Payment Expiration Timer
In "Events Custom Settings", the field "Payment Expiration" specifies the number of minutes after registration the system will wait for payment confirmation. Abandoned and unpaid registrations are cleared by a scheduled job that runs every 5 minutes (15 minutes in Events 4 versions).
Notes:
- This results in the "Payment Expiration" setting having a potential tolerance of +5 or +15 minutes.
- Base Settings includes a setting to specify Currency. This currency symbol will display in Events when a user vies payment information. You will need to check your Payment Gateway Server Settings and associated Payment Connector settings for proper currency setup
Waiting Lists and Payments
For paid events, wait list promotion occurs on a first come, first serve basis, as detailed below.
"Email Wait List Promotion" Checkbox
To allow an event to promote registrants from the wait list, you must check the Email Waitlist Promotion box on the Event Detail page for the event. If checked, the following occurs:
Paid Events
- Regardless of check box setting, everyone on wait list is emailed when seat opens, inviting them to register and pay for event on first come, first served basis.
Free Events
- If checked, emails everyone as described above.
- If unchecked (default), automatically confirms first party that fits (counting guests), and sends an "off waitlist" email.