Duplicate Email Addresses Preventing Processing of Event Registrations from New Event Module
Has anyone else been struggling with processing event registrations from the new enrollment management event module? The look and feel and features of the new module are wonderful, so we are excited about the change, and we are slowly letting go of the older event module. However, one issue that has been a significant problem for us is that duplicate emails prevent the forms from being processed. I created a case with Support, and they indicated that the system does not like duplicate email addresses on different users as these will be the users BBID log in for the future, so it restricts event registrations from being processed if this is the case. They had me open some of the records in Core and delete the email from the record, and then the event registrations were able to process normally.
However, our current dilemma is that we often have parents that will register for admissions events and register their children. In the case of preschoolers, kindergardeners, and really young kids, they don't have email addresses of their own, so the parent will often insert their own parent email for each of these candidates. Previously, this has not been a problem for us. We communicate with the candidate record, and our official notes and other correspondence on the candidate record is being delivered to the parent email address, and all is well. Once the candidate becomes a student, then we assign a school-based email to replace the parent email. This is also when we turn on BBID for the student.
In summary, we always insist that parent records have unique emails from the beginning and we use BBID right from the start with them. However, when these parents have multiple children candidates, we are having trouble with how to populate the email for these children. Using the parent email has worked well previously but is now a duplicate problem with the new module. Using a unique personal email would be ideal, but these kids are too young to have an email of their own. Using a school-based email address would work, but we don't assign that to candidates until they become a student. (And many candidates don't end up becoming students, so we don't want to create needless school email accounts.)
Anyone else have a creative solution for addressing the above? Support suggested I created an “idea” in the bank, but that often takes many years to gain traction, so I thought I would start with the Community. Anybody know what Blackbaud's intentions were in how this is supposed to ideally function in a best-practice environment?
Thanks!
Comments
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@Geoffrey Goodfellow
We are finding similar issues with the new event registration. We were advised that if the parent email is in the cc email on the candidate record, it would not create an issue when creating BBID accounts, so maybe this would work as a temporary fix for this until something more permanent comes around.We've also found that the reporting/lists for the new event registration is not up to par. You are not able to export out to Excel all of the fields you included on your registration form (for example, t-shirt size). You can only export out a very limited amount of information to Excel.
You can export a full PDF of each individual registrant as you process them, but this is highly inefficient and there is no bulk export option that I've found. We have chosen to return to the old event registration forms until this is resolved.
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@Jill Frantti I agree with the exporting! Super frustrating as we had a big event (and not all registrants could be processed because of an internal BB error), I have had to create a separate spreasdsheet and manually add the information from each registrant's form. I hope that BB can have all of the event registration glitches fixed before the old registration is disabled.
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@Jill Frantti how do you export the full PDF of the individual registrants? I am having the same problem where I cannot access the “extra” fields anywhere (and it is quite frustrating that I seemingly cannot link them to fields in the database).
*Actually nevermind, I realize you are probably printing them individually from the student's Events dashboard! I hope this can be fixed soon…
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@Geoffrey Goodfellow The way Jill describes it is exactly how all of our registrations and forms are set up – the parent email is mapped to the CC email for the student. This has seemed to work fairly well for us so far.
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@Jill Frantti @Jessica Sellman Thank you both for confirming your work around. That is very helpful, and I will also revisit my field mapping to force parent emails on candidate records to populate the cc field. I appreciate you both!
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@Jill Frantti @Jessica Sellman I took a look at our applications, inquiry forms, and event registrations, but I'm struggling where I could map the parent email to the cc email of the candidate record. I'm not seeing cc email as an option for any of these forms. Could you give me some guidance of how you have accomplished this? My apologies if I am overlooking something obvious!
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@Geoffrey Goodfellow under the OLD event registration forms and all forms, it is under Internet Information and I simply UNCHECKED the boxes for email and CHECKED the boxes for CC email. (And I edit the display for the field name to be Parent Email.)
Under the new registration forms, I selected NO under the email field for the Candidate, and only included the email field on the Parent Information section. That way the emails are appropriately assigned to the correct parent. The only issue I am getting sometimes is that a parent will use the same email for both of them – but I just make a note of it, and go into their respective Contact Cards to remove it from one of the parents. Then I check the Blackbaud ID authentication page to make sure it sent an authentication email to the correct parent (or disconnect one if necessary).
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@Jessica Sellman Thank you for sharing your experience! Very helpful.
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@Jessica Sellman Thank you for the suggestion! We are running into the same issues that Geoffrey posted about. We had the email set to SHOW but not required, but we are finding that almost every parent was putting their email address in for the candidate, which was causing error messages on so many of our event registrations. Your tip will be super helpful for future event registration forms!
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