Particular Event and Attendees Management features required

[Ron]

Hi Modern Tribe,

I’m developing a website for a client which includes event management and attendee lists management features in the WP Admin backend. I have a list of functional and non-functional requirements, which I was wondering, if Events Calendar Pro and Add-ons would meet?

With the list being pretty comprehensive, I believe that this forum here might not be the right place to post it completely. I’d rather discuss my requirements per email and / or messenger. Of course, I’m happy to pay for matching solutions, which includes paid customizations of your plugin(s), if needed.

So, my question here is, whom to contact or to write my requirement details in the first instance?

Thanks,
Ron

[Nico]

Hi there Ron,

Thanks for reaching out to us and for your interest in our plugins 🙂

First of let me say that we don’t do customization of our plugins but we do have a list of folks available for the job. Modern Tribe (the agency behind The Events Calendar) takes mostly enterprise level sites (project minimum 20K USD).

This said I guess you can send the list right here and I’ll help you out seeing whether the features are available (or possible with some custom code). But it would be great if you could check the information about our products features before doing so (it will surely make the list shorter):
– Event Tickets → basic RSVP functionality
– Event Tickets Plus → paid tickets and more features
– The Events Calendar → base calendar product
– Events Calendar PRO → super charged calendar

Finally while we don’t have a trial period, you can go ahead and purchase the products for testing. If you decide they are not what you are looking for, you can ask for a full refund within 30 days of purchase. For more information take a look at our refund policy.

Please let me know about it,
Best,
Nico

[Ron]

Hi Nico,

Thanks for your reply. I’ve checked a lot of the information that Modern Tribe provides. With this in mind, I follow your suggestion to post my critical requirements here in order to discuss, whether they could be met out of the box by any of your plugins or whether they could be solved with custom coding. So far I understand, that I would use The Events Calender Pro plus Event Tickets plus maybe Filter Bar?

Here we go:

Event Management Questions

Can the ticket feature be simplified?

• All events will always be free
• (Commercial) tickets are actually not needed
• However, attendees need to register / book for an event (before event starts or before final booking date has passed. Is that what you call RSVP? Not being a native speaker, I can’t make sense off this expression)
• Users will only be able to book a single space / ticket for any given event
• Only logged-in users can book for an event
• If not logged in, links to login-page and/or registration page are displayed
• Available spaces can be limited. In the front end, the user can see, if there are free spaces available or not
• Waiting list: If the event is fully booked, user can still register. But they will be added to a waiting list. If any offical booking will be canceled before the event has started, the first person on the waiting list will automatically become a ‘regular’ attendee.
• Bonus: Users on a waiting list for a particular event can be send an email

Can attendees be booked ‘manually’ in WP Admin?

• Sometimes, potential event participants need to be booked for a given event by the event management (I call them staff users, role and capabilities should not be an issue here)
• That means, booking a space for the event takes place in WP Admin instead of from the website
• The user to be booked in needs to be selected from the existing user base

Can lists of event attendees be exported to csv with additional data retrieved from user table(s)?

• Privileged users (e.g. staff) who can add, edit and delete events in WP Admin need to create lists of attendees for a given event and have them exported to csv (or similiar format)
• In such an attendee list, additional fields would be required, which contain data stored with the user’s profile (wpuser, wpusermeta)

Can attendee lists for a multitude of events (connected by a custom field value) be exported?

• The events post type gets another custom field, say ‘Event Series’.
• At any given time, staff users need to collect lists of all users, who have attended (e.g. have a booking/ticket for) events limited by
• a date range
• an event series (this is the custom field, needs to be different from event-category field which is needed additionally)
• one or more event categories
• Each user should appear only once on the list, even if he attended several of the included events
• The event which a user attend first should be included in the export

Can all bookees of a given event be send a mailing to?

• Staff users (see above) need to address all people booked for a given event via email
• Is there a workflow to do this?

Custom Display Questions

Can events lists (generated by a shortcode for example, see bullet points) be filtered by venue city (unique)?

• There would be custom pages including (custom) events lists, for example a page listing events of selected categories and another page with events of other categories
• The events lists need to have a filter option, allowing users to filter events by the city (of existing venues)
• Those pages need to contain custom content, too. So I guess shortcodes would be used (instead of customised archive templates)

Can users be shown, how many free spaces are available for an event?

Can the default booking form get customised?

• As there will be one ticket per user available only, there’s no need for a ‘number of tickets’ field
• If logged in, booking for an event should be as easy as pressing a single button
• Message ‘You are already logged-in …’ is not necessary, as this will be obvious on the website

[Nico]

Thanks for following up Ron! I appreciate the time you took to checkout the information on our product pages and also for the tidy list of features 🙂

Can the ticket feature be simplified?

Basically free tickets is what call RSVP tickets. They can have a certain stock (and start/end sales dates), you can limit the user to book just a single item (you’ll need a snippet we can provide). The only feature not covered here is the ‘Waiting list’. All I can think here is another RSVP ticket you create once the ‘main’ ticket is ‘Sould out’. You’ll need to code on top of the plugin to get the desired results and the email alters thou!

Can attendees be booked ‘manually’ in WP Admin?

This is actually not possible. Right now RSVP tickets can be generated from the front-end. You can manually create the tickets for them in the event page. You’ll need to code a snippet to show the site users dropdown in the form if (for example) the user is an admin.

Can lists of event attendees be exported to csv with additional data retrieved from user table(s)?

Attendee reports are generated when tickets are ‘booked’ in the front-end saving the information the user provide (Name and email). The user who makes the booking is not stored by default, you’ll need to code this. I don’t it’s quite difficult to do it. Once you have that information saved you can add columns (there’s an existing snippet for this) to the report pulling the extra information. You can also add these (or other) columns to the CSV export of the list. Event Tickets Plus has a feature to collect attendee extra information if that helps. Be sure to review this article to better understand the existing features → Tickets: Managing your orders and attendees

Can attendee lists for a multitude of events (connected by a custom field value) be exported?
Can all bookees of a given event be send a mailing to?

Unfortunately none of these two features are possible. Both will require custom work on top of our plugins. Not impossible thou, bot not something you can achieve with a simple snippet (a few lines of code).

Can events lists (generated by a shortcode for example, see bullet points) be filtered by venue city (unique)?

For this you can create widget shortcodes (requires PRO) and you can pass a parameter to filter events by venue city or region (check the linked knowledgebase article for complete list of parameters). But there’s no easy way of adding a filter to reload the list upon user input of a city. Would would need to code that one, not a huge effort thou if you just want to pull a plain list.

Can users be shown, how many free spaces are available for an event?

Yes, the tickets form show this information and tickets are disabled once fully booked.

Can the default booking form get customised?

Yes, you can totally perform the customization needed! You can edit the front-end of the tickets form (take a look at our themer’s guide for more details on this. The best here might be to just hide the default fields and populate them by default, once the user click the ‘book button’ they will be just submitting the pre-filled hidden form.

Just to clarify, as our forum guidelines state we cannot help much with customizations. We can surely point folks in the right direction to get started and even provide simple snippets for customers if possible. Please also note we have free extensions are available as well!

Please let me know if you have any follow-up questions,
Best,
Nico

[Support Droid]

Hey there! This thread has been pretty quiet for the last three weeks, so we’re going to go ahead and close it to avoid confusion with other topics. If you’re still looking for help with this, please do open a new thread, reference this one and we’d be more than happy to continue the conversation over there.

Thanks so much!
The Events Calendar Support Team

[Author]

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