Our club, a hiking and trail maintenance club, holds various events throughout the month.  But all of our outings have an associated "trip leader" who is responsible for planning and coordinating the trip.  So when we add an Event to Wild Apricot we would like to have a designated field, similar to event title, where we can put the trip leaders name.  From this name we would like to extrapolate the leader's phone number and email address using macro settings.  We want these maros to be available on the announcement and reminder emails so that the trip leader could be contacted if additional information is needed.  At this time we are putting the trip leader and contact information in the Event Extra Info field and including it in the registration email.  That works for the registration email.  But for someone just browsing the event listing, the Event Extra Info field is not displayed.  If we want potential participants to know who the trip leader is we would have to put that info in two places: the event description and the Event Extra Info fields.  If however, the new designated field is added we just have to add the trip leader info once.

The other problem is how the system e-mails are routed.  The event related system emails can be sent to the standard administrative types; membership, event manages, etc. and to cusom recipients e-mails.  But what we really need is for the "trip leader" to be sent an e-mail so they know who is registering for their event.  I don't see how the "trip leader" can get this information unless he logs in and looks at who registered for the event.  This means the registrant would have check the box so their name would show up.  The other way would be for the event manager to forward their e-mails to the "trip leader".  I don't think either way is satisfactory. But if we have a new "trip lead email" system macro then we can just put that is the custom recipient field and everything would work fine.

Thanks.

Greg

 

I would like the routing of system emails for events to have different email recipients for different events.  For example, my organization has several events throughout the year, but a different person organizes each event.  Right now the system is setup so that all event-related system emails goes to the same recipient regardless of the event.

We do have a post about this already. I shall merge your post into it so that your interest is recorded for it.

Thanks!

This would greatly help us spread the workload off the key site administrators and bring the event organizers into the workflow.  HIGHLY desirable.

 

Chief_Apricot:

Current behavior:
Copies of event registration notices are currently sent to the same general contact email as all other administrator notices

Desired behavior:
Ability to specify which administrator(s) should receive copies of even registration notices
Ideally, allow setting this up separately for each event

Very useful - almost essential for our association, with its six special-interest groups, each of which hosts an annual conference. Must manually forward these notices now - frustrating.

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David Bryan
Technology Manager,
New England Library Association

So disappointed this wasn't in the 4.0 to be released this month;( BUT please, make it a priority for this year!

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Cathy Harrington

I vote for this

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Mike Willis

We are also a volunteer-run hiking club with 800 members, about 50 active trip leaders and about 50 trips per month, that's about 400 registrations a month. Finances are purely annual subscriptions, hikes are free to members. That's a lot of emails for too few volunteers so we would strongly endorse Greg and support registration emails going to trip leaders. For the same reason we would also need the trip leaders to add their own events and be able to edit only their own events.

 

Thanks

Tom

I agree WA needs to allow e-mails for different types of events to go to different people.  We have an automated work around for this in that I (as site admin) put a unique description in the e-mail for each event.  Then I send the event notices to a central gmail account where I can filter them by what is in the subject line and forward to the responsible event coordinator.

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Linda H.

Yes. Please introduce this feature soon. It would be very helpful.

Great job on improving the customized emails per event in todays new release --- it is much easier to work with the macros and understand what you are actually putting in the email.

 

However I was disappointed, since I erroneously assumed (and desperately wished) that the release also included the ability to assign reply to emails separately for each event.  My mailbox is overflowing with all the emails I have to forward to specific event managers (we don't want to forward them to ALL event mangers either).  

Please get this on the road map SOON!  Thanks 

Although further up the list I have already expressed my support for this feature, we have recently gone live with our Wild Apricot site and this is becoming more pressing.

We are a sailing club, and our activities include running a high number of training courses (last year approximately 8,000 training places across the year). We also run a number of regattas some attracting over 200 competitors, and many of these events include various championship events. The club also runs a number of social events and other activities which we require event booking for.

With the diverse activity that takes place at the club, run by volunteers, it is essential that the work load is divided up inot various specialist teams. The easiest way I can see to to do this would be to add a field in the event form for organiser email which then would be used to send the email to this person.

It is one of the key aspects, in my opinion that is holding WA back and I would ask you to prioritise this as a small but important change to the system.

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Mike Willis

Mike,

 

 

So let me confirm this, if this field were to be added, which specific emails should then go it?

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Dmitry Buterin, Chief Apricot

useful details received from another client:

 

"

Our club has some centralized functions for our ski trips; due to the nature

of our trips that require booking flights, etc. However, when one of our

members volunteers to run an event, they handle all the registrations and

the checks go to them. They then submit the checks and a trip summary to get

reimbursed for their expenses.

It would be helpful to have a feature that associates a current member to an

event as the event leader that would allow them access to many, if not all,

of the functions given to an Administrator granted Event Management rights.

They need to see who's registered online and then mark them as paid when

their check arrives. They need to also add somebody manually for those who

show up without advanced reservations. Printing attendee reports, sending

email notifications to registered attendees, and getting a financial report

showing the revenue and check number would be needed. 

" 

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Dmitry Buterin, Chief Apricot

We really want this feature also. 

As for what goes where:

I would like all event specific related emails to go to the specific individual event manager responsible for that event.  I envision that a field be added when building an event to allow the system administrator to put the specific email address(s) for the primary event contact.  They would then get all registration and payment confirmations for that event directly (now I'm forwarding them), and any replies to these custom emails would go directly to them. 

However I still would like the ability when building the event to have the Test Emails for the customization of emails to go to both the specific manager and  system administrator.  

 

In our case, the specific event managers don't actually build their own events, but the system admin does.  I would like to keep control over reviewing the test emails, and perhaps also have the specific event manager be able to see those also.  

This is  a much need feature. Currently registrations for all events go to 1 main person who then has to sort and forward event registration to the appropriate person depending on the event. 

 

We would very much like to see the ability to specify WHO in the organization for that event. So when building an event I can keep the default, or add delete or change who will receive the auto-generated emails.

 

This would both streamline the registration process and reduce human error.

 

thank you very much

 

corey 

Let me summarize current solution we have designed:

• New administrator role appears - Event manager for specific events. When contacts is granted this access role, he is able to login into administrative interface of WA
• Each event has a dropdown to select responsible person - it can be empty (no specific responsible person) or any of full or event managers.
• If there is no responsible person, then everything work as it works now (full event managers are able to change all events, e-mails are sent according to e-mail routing setup) 
• If responsible person is selected, then all e-mail are sent to this person. Also, responsible person is able to manage this specific event (edit, manually add new registrants, etc.). This is especially important for new admin role - event managers for specific events. Such admins are able to edit only the events they are assigned to (and not all others)
• There is also a way to setup if e-mails copy needs to sent to another admin (either specific one or according to e-mails routing) 

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Evgeny
Product Design Team

This is exactly the functionality we need for our site - please, please move forward with implementing it!

The ability to have multiple event administrators is a feature that needs to be implemented.  

Could you please elaborate? What do you mean by "multiple event administrators"? 

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Evgeny
Product Design Team

I came accross this thread looking for a solution to this problem.  Like many others we run many different events.  Each is run by a different person/organiser.  Event registration details need to be sent to that person not the site admin.  I, as site admin, set up the event on WA, then the organiser takes over and deals with all the registrations etc.

I am surprised by the number of people asking for this feature and the length of time WA are taking to get to grips with this.

I would like to be able to set up the organisers email when the event entry is made. Preferably  on the event setup page and not else where buried in the admin settings.

Our ski and social club also needs this feature added.

Everyone is a volunteer including our board of directors who oversee Social Events, Ski Trips (Northern WI/UP and Western), Ski Lessons, Race Team, Monthly Meetings, etc. It's a lot of work already for them, so allowing our volunteer event coordinators to fully use the system to track their event, management payments, and produce final event reports for the board member just makes sense.

We often have several coordinators on our larger events, but tend to treat one as the Primary for thank you awards, etc. So if each event could have multiple coordinators, having the ability to list one as Primary would be a bonus. 

Thanks for all the comments - we consider event-specific administrators as important part of future events modules changes. Unfortunately, we do not expect any changes here in 2011.

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Evgeny
Product Design Team

This is critical for my use of WA - and while I see the new event-specific administrator as useful, it's bloated functionality for what 90% of the folks on this forum are looking for. You could phase it in in two steps - phase 1: each event has an "owner" email - selectable from the contacts db. That is what most of us on here are asking for - simply the email routing of registrations, etc. Phase 2 you could wrap in the functionality for the full event-specific administration.

 Please make this a priority!!!