Providing the booking confirmation: Only for paid invoices

Configuration -> Attendee Registration -> Configuration

In mode Create booking confirmation: Only for paid invoices, the booking confirmation is only available to attendees once a payment for the corresponding invoice has been fully deposited in the system.

In addition to the booking confirmation email, an email template called Subject/Email text (paid invoice) is also available in this mode (Fig. 1). This is an email that is only sent once a payment has been received.

Fig. 1: The two mail-templates available for mode "Only for paid invoices"

There are two scenarios that can occur for the booking and payment process in which the system performs the following actions:

1. Booking and payment take place simultaneously

Payments by credit card are immediately noted in the system. When a booking is completed, an invoice email and the normal booking confirmation email are sent. The booking confirmation email contains the link to the booking confirmation.

2. Booking is completed without payment, payment will be made at a later date

With the payment method bank transfer, no payment is stored in the system when a booking is completed. In this case, only the invoice email will be sent. We therefore recommend adding a note to the invoice email template, e.g. “If you pay by bank transfer, you will receive your booking confirmation as soon as payment has been received.”

As soon as a payment is deposited at a later date, the e-mail Email text (paid invoice) containing the link to the booking confirmation, can be sent.

If the payment is entered manually, an overlay then opens in which the booking confirmation email appears, can be edited and sent (Fig. 2). This overlay appears regardless of whether or not Send email confirmation (refers to the payment confirmation) was selected when the payment was saved.

Fig. 2: Overlay with mail-template "Email text (paid invoice)" upon making a payment

If Converia's payment processing and ticketing service is used, the mail for the booking confirmation is always triggered when the regular payment import is carried out. This can lead to mass mailing of this mail. In this case, individual adjustments can no longer be made in the mails. We therefore recommend adjusting the template Email text (paid invoice) in advance if an email is to be sent that differs from the standard wording.