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Event-specific administrators [10260]

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

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Dmitry Buterin shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →


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  • Jan commented  ·   ·  Flag as inappropriate

    I've spent the last hour trying to figure out how to simply have the event registration email sent to another administrator. Can't believe this is not possible! Really? This adds such a huge overhead to the site administrator and it's not her job to sit and forward emails to various accounts. This is why we're using an automated system. To automate the simple stuff. Come on WA!

  • edog6000 commented  ·   ·  Flag as inappropriate

    I completely agree!!! While the idea of a separate role for event-specific administrators is a good one, it seems like overkill. What most of us need is the ability to just forward a copy of the registration emails to a specific person separately for each event. I would actually prefer NOT to give that person the ability to modify the event page, registration form, etc. It seems like a simple solution would be easier and faster to implement than the new admin role would. I was quite disappointed to see that this issue will not be resolved until the end of the 2nd quarter of 2012!

  • CWilkins commented  ·   ·  Flag as inappropriate

    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!!!

  • Evgeny Zaritovskiy commented  ·   ·  Flag as inappropriate

    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.

  • JimR commented  ·   ·  Flag as inappropriate

    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.

  • Simon Whittick commented  ·   ·  Flag as inappropriate

    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.

  • Sally Nudd commented  ·   ·  Flag as inappropriate

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

  • Evgeny Zaritovskiy commented  ·   ·  Flag as inappropriate

    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)

  • coreyasl commented  ·   ·  Flag as inappropriate

    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


  • skipat commented  ·   ·  Flag as inappropriate

    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.

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    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.


  • Dmitry Buterin commented  ·   ·  Flag as inappropriate


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

  • Mike Willis commented  ·   ·  Flag as inappropriate

    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.

  • skipat commented  ·   ·  Flag as inappropriate

    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

  • L. Heath commented  ·   ·  Flag as inappropriate

    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.

  • edog6000 commented  ·   ·  Flag as inappropriate

    Posted in wrong place before, so posting here now:

    Yes, this is a great idea. We have many events all taking place at the same time. But a different person is assigned to be the coordinator of each event. As Wild Apricot is currently setup, I can designated all of these coordinators to receive "Event-related" emails. But they all get all the registration emails, not just the ones for the event they are in charge of. It gets really confusing for them.

    Also, the admin event emails don't currently contain any of the information contained in the Event Fields. I do not want to give admin access to each coordinator (for privacy reasons). So that leaves ME having to download and forward all information to each of the event coordinators. This is undesireable.

    Don't get me wrong, as a whole, I love WA. But the EVENT system needs work. Thanks!

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