Event Registration Submission Process

What is the Event Registration Submission (ERS) object and why is it important?

Benefits:

  1. Never lose registration data or payments
  2. Provide a better experience for your attendees
  3. Easily troubleshoot issues

Navigating and Understanding

  1. Click on the App Launcher icon.
  2. Type in and select the Events (Admin) app.
  3. Click on the Event Registration Submissions tab.

Here is where you'll find all the registration records from every event. You probably aren't seeing any at this moment, but register for one of the sample events and then come back.

Here is an example of an Event Registration Submission record:

All of the attendee data is saved here. Their name, email, the ticket they selected, etc..

Why is this object important? It's important because if an event registration submission fails for whatever reason, you want to know why and fix it so the attendee gets a confirmation email.

Here is an example of a failed Event Registration Submission record:

To prevent issues with Event Registration Submission processing during times of high concurrent registrations, automatically scheduled ERS batch processing via the Events (Admin) page will occur.

A protected custom setting with a default value at "Off" was added and can only be changed from the Events (Admin) page. The public custom setting has been deprecated.

Fixing a failed ERS record

  1. Identify and fix the issue defined in the Error Message field.
  2. Check the Process field.
  3. Click Save.

This will reprocess the Event Registration Submission record and create the Attendee record.

Email Alert for Failed Registrations

Want to be notified when an Event Registration Submission record fails? You have come to the right place. :blush:

By default, we have enabled this workflow to send the user who authorized events an email when an ERS fails.

If you want to change who receives the notification:

  1. Navigate to Setup.
  2. In the Quick Find, search for and select "Workflow Rules."
  3. Select the Blackthorn | Events ERS Failed workflow.
  4. Click on the Email Alert.
  5. Click the Edit button.
  6. Update the recipients or enter an additional email.

Order of Execution

When an attendee checks out for an event, many records are created and updated automatically. The below flow gives you insight on our execution order so you know when to interact with the Attendee object for your custom processes and flows.

Attendee Data

  1. An Attendee record is created.

    • The Attendee record relates to the Contact, Lead, or Person Account and the Event.
    • Registration Status is set to Registered.
  2. Answers to custom questions are processed through the Form Submission object and related to the Attendee.

  3. Sales document (Invoice) & line items are created.

    • The contact/lead/person account, status, subject line, and additional fields are set on the Sales Document.

Paid Events

  1. The card information is sent immediately to the Payment Gateway. A token is received (PCI compliant).

  2. The completed transaction and payment method are saved in Salesforce. Initially, they are orphan records because the Event Registration Submission hasn't processed to connect the payment with the registration invoice.

  3. Once the ERS is processed, the Transaction is updated with the related Invoice.

ERS Record Statuses

  • Draft: This is used when the attendee has not completed the checkout.

  • To Process: This is used when the checkout is completed and the record is submitted for processing.

  • Failed: This is used when there is issues submitting the ERS record.

  • Completed: This is used when the ERS record is processed successfully.


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