Scheduled Event Payments


Included in the new v.1.16.0 plugin, the Simple Donation Scheduled Event Payments feature allows you to schedule payments for events instead of paying for them all at once. This is very useful for high-cost events such as mission trips or youth/adult retreats and gives the person registering the flexibility needed to handle the payment of the cost.

Added to the latest v.1.16.8 plugin, the Simple Donation Scheduled Event Payments feature now allows you to setup an event with schedule payments without an end date that act as a type of subscription. This is useful for tuition payments or other subscription based services that you may dream up. This allows you to use the built in RockRMS Event Registration system to create special access to content or services and allow an ongoing subscription payment service for the goods or services. Fancy!


Setting Up Your Registration TEMPLATE

This feature provides a link to a payment page on the confirmation pages and emails of registrations. To configure this, we’ll need to modify the registration template you want to enable scheduled payments for:

  1. Navigate to the Registration Templates page
  2. Select the template you want to enable Scheduled Payments for
  3. Add the following code in order for the link to the payment page to appear on the confirmation page and email. You also can find this code to copy/paste in the General - Sample Registration Template with Scheduled Payments sample template included in the latest version of the plugin. Or simply add the following code below the Balance Due section (after line 72 if using the core text) of the Registration Confirmation Text and the Confirmation Email (after line 77 if using the core text):

         Balance Due: {{ currencySymbol }}{{ Registration.BalanceDue | Format:''#,##0.00'' }}
    <!-- BEGIN Simple Donation Scheduled Payments confirmation code -->
        {% assign paymentEndDate = RegistrationInstance | Attribute:'ScheduledPaymentEndDate' %}
        {% assign enforceNoScheduledPaymentEndDate = RegistrationInstance | Attribute:'EnforceNoScheduledPaymentEndDate' %}
        {% if Registration.BalanceDue != empty and Registration.BalanceDue > 0 %}
            {% assign showMessage = false %}
            {% if paymentEndDate != null and paymentEndDate != empty %}
                {% assign showMessage = true %}
            {% elseif enforceNoScheduledPaymentEndDate != null and enforceNoScheduledPaymentEndDate != empty and enforceNoScheduledPaymentEndDate == 'Yes' %}
                {% assign showMessage = true %}
            {% endif %}
            {% if showMessage == true %}
            <div class='alert alert-info'>
                To schedule additional payments for this {{ RegistrationInstance.RegistrationTemplate.RegistrationTerm }}, click <a href='{{ externalSite }}/ScheduleEventPayments?RegistrationId={{ Registration.Id }}'>here</a>.
            {% endif %}
        {% endif %}
    <!-- END Simple Donation Scheduled Payments confirmation code -->

    Reminder: You can also copy the code from the Sample Registration Template with Scheduled Payments template included in the plugin

  4. Setting Up Your Registration INSTANCE

    Next, you’ll need to set a time on your instance when you want scheduled payments to stop. Since this usually is separate from an associated event date or the date the registration ends, we’ve added a new attribute value to registration instances, called Scheduled Payment End Date.

    ! Important ! You may want to set your Registration Instance to have a Minimum Payment Amount and a Default Payment Amount set to $0 (not blank which refers to the full cost).
    Why is this? As a user, setting up the scheduled payment option comes after the initial registration is completed. Therefore this allows registrants to complete the registration application without putting down an initial payment and then moving on to the confirmation page, which includes the link to set up a schedule payment for the event.

  5. Navigate to the newly created Add Scheduled Payment page under the Give parent page. You will find a newly added Simple Donation Transaction Entry block in the Main zone. Edit the block settings (gear icon) and set Simple Donation for both ACH and CC gateways and select a Giving Receipt template for the email.

    Set the Simple Donation Gateway on the block in order to process the payments: Set the system email template that the receipt will use:

    Select whether you'd like to show and/or default Cover the Fees option to the registrant as well as showing Credit Card as the default versus ACH.

    Added to the latest v.1.16.9 plugin, the Simple Donation Registration Entry block now allows you to specify the account that you'd like just the Covered Fees to go towards. This ensures that a fully paid registration that has the fees covered does not show a negative balance due and enables those same covered fees to be attributed with a Tax-Deductible account! You can select an existing account such as the General Fund or create a new Account in the Finance menu in order to store these fee values before selecting it in the block settings.

That's all it takes!

Filling Out A Scheduled Payment

Next, let’s look at actually creating a scheduled payment. After creating a registration with a balance remaining, users will be presented with this confirmation page:

After clicking the Schedule Additional Payments link, they’ll be presented with this page:

They’ll be able to select either a one-time, weekly, biweekly, or monthly payment option:

Once they’ve chosen a frequency and fill out the remaining fields, they’ll be asked to confirm the payment details before it’s sent to Simple Donation.

Managing Scheduled Payments

Viewing Scheduled Payments (User)

To view scheduled payments, a use can navigate to the Manage Giving Profiles page, listed under Home > Give > Manage Giving Profiles. The plugin updates the lava on this page to display additional information for registration payments. You can edit or delete your scheduled payment from here.

Viewing Scheduled Payments (Admin)

When viewing an event registration payment internally, the summary will include the registration instance name, Id, and a list of registrants that the payment is for:

You also have the ability to see all Scheduled Payments from within the Event Registration Instance itself. Below is an example of an in progress event with several Scheduled Payments setup for Registrants. This list can be filtered by First or Last name as needed:

Below is an example of any registrations that have an outstanding balance without any scheduled payment transaction tied to them. This list can be filtered by First or Last name as needed:

Behind the Scenes

We’ve also included a workflow trigger that launches when a registration is deleted and runs a new Cancel Scheduled Transactions tied to a Registration workflow. This workflow searches for any related Scheduled Transactions and cancels them.