CRM Software for Economic Development Organizations
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When does an attendee's registration status on a training event change from "Payment Due" to "Registered"?

Current and prospective clients can sign up for your program's training events right from eCenter Direct as discussed in this FAQ.

If the event has a fee associated with it, then eCenter can be configured to handle online payment from event registrants. Neoserra and eCenter Direct support the following merchant accounts services:

Once the event has been configured properly, it will be published on eCenter Direct. Clients can click the "Sign up" button on eCenter Direct to sign-up for the event:

If the event has a fee associated with it, then the client will be initially registered with a status of "Payment Due" as indicated at the top of their registration page:

Similarly, in Neoserra, their status will also show as "Payment Due":

The "Payment Due" option is only available if eCenter Direct module has been enabled in conjunction with your Neoserra database. This attendee status option is not available if you do not have a corresponding eCenter Direct registration site.

All people who have signed up for the event will count towards the maximum number of attendees for the event regardless of whether they have paid for the event or not. People who who have not paid are technically mid-process, and we recommend that you contact these people via a scheduled email X number of days prior to the event since they are holding a reserved seat.

If the event is configured to have an integrated payment system then the registrant will initially receive the 'Signup Notification (Payment Required)' email message. Once they submit their payment, they will receive a second registration confirmation email using the 'Conference Registration' template:

If no integrated payment system is configured then the client will only receive the 'Conference Registration' email template, even if there is a fee due.

While these templates can be customized, it is recommended that these templates are not disabled. Once the registrant pays via eCenter Direct, their "Paid" status in the attendee list should be updated to reflect the amount they paid and the method of payment. As soon as this information is updated, it will not only trigger the email message referenced above, the registrant's status on eCenter Direct will also automatically change to "Registered:"

Along with the attendee receiving notifications of registration, the center will also receive a notification when a new attendee signs up. The center is notified as follows:

  • If there is no payment required at all, then the center will be notified immediately upon signup
  • If there is a payment required for registration but the event is not set up to use one of the eCenter Direct payees, then the center will be notified immediately upon signup
  • If there is a payment required for registration and the event is configured to use one of the eCenter Direct payees, then the center will be notified at the time the third-party payment system successfully receives the payment from the attendee

How can I create a payment receipt?

Normally speaking, the online merchant account will provide a receipt to your clients, however, Neoserra also allows you to print a payment receipt from each individual attendee's name on the attendee list by clicking the down arrow and choosing the "Print Receipt" menu option:

Alternatively, you can email the receipt if you select the "Edit Payment" option and then choose the "Email a receipt to the attendee?" checkbox:

By default the "Payment Receipt" email template will be invoked, alternatively, you can use a custom email template. In both cases, a PDF receipt will be attached to the email message. This same "Edit Payment" interface also allows you to record payments made by cash and/or check.



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