To send automated reminders to any attendees with outstanding balances, with a link to where they can make their payment, you need to:
Create a dedicated Payment Interactive Site
Create a Payment Reminder Merge Doc with Token Link to the Payment Site
Set up a Recurring Communication with the correct filters
1. Create a Payment Interactive Site
In the Online Panel, under Interactive Sites, select New.
You can call your site something like Payment Page.
In the Builder tab, add some basic contact details, so the person knows they’re on the right page: First Name, Last Name, Organization and Email Address, for example.
Under the Details tab for the Contact Component, set the Edit options to Read Only. (This makes sure someone can't alter their contact details.)
Add the Payment Page component (you may need to use the scroll function in the left-hand panel to see this component):
When opened with a personalized auto login token, the Payment Details will contain the unique payment details for the attendee in question.
You’ll also need to set up the payment options you want, by clicking the cog icon.
[Refer to other articles on how to set up your Payment Page options. For example, to allow online credit card payments, you'll need EventsAir Pay or an e-commerce gateway in your Application Setup, the correct external connections in your event, and the right Payment Types set up in the Setup Panel, Financial.
Be sure to check all the other settings on the Payment Page component (for example, whether you want to ask for a purchase order). ]
You could also use this dedicated payment site to:
Accept payments onsite at an event using the Onsite Portal
Accept payments from Exhibitors and Sponsors from their online portals
Accept Payments directly from an attendee when displayed in the Organizer App (in a specific attendee record)
2. Set up a Payment Reminder Merge Doc
Your Payment Reminder to the attendee might look something like this:
To create this email, in the Communication Panel, under Merge Doc, select New.
For type, select Confirmation and name it something like Payment Reminder.
You can set the email however you like. For example:
Add the Contact Details element and include some introductory text (or you can add this to an HTML component instead).
Add an HTML element with some closing text.
In either the Contact Details - Fields element, or a dedicated HTLM content section, insert the payment site link with an Auto Login Token.
Using the Auto Login Token ensures that when the attendee clicks on the link, they'll just see their details (contact and payment due) on the site, and can easily pay the correct amount.
If you wanted to show the amount left to pay within the body of the email, you could add the relevant module components and a "Money Total" component at the end. NOTE: The "Money Total" component will only show the total referring to whatever module components are included in the Merge Doc, respecting any filters applied.
You could also or instead choose to attach an invoice, using the "Attach Invoice" component. If you do this, you'll probably want to check the box in the Attach Invoice details for "Most Recent" invoice only.
3. Schedule recurring communications.
In Communications Panel, select Planned Communications from Actions.
Give your Planned Communication a name.
Select the Payment Reminder Merge Doc.
Select the Start Date of the Email Campaign.
In Target Group, filter for all attendees who owe money (Financial Search Filter, Money Outstanding Option). You'll probably also want to check the box for "Ignore Payment Schedules" if this email is just for regular attendees.
Click on the Recurrence Tab.
Select Enable Recurrence to see options.
Enter the Date Range that you want this email to be sent.
Choose the Pattern (Daily, Weekly, or Monthly along with the additional send settings).
Choose your Resend options (for further resending).
ONLY those attendees who meet your filter for Money Owed will be sent this email.
Once all payments are made, they’re no longer included on the list of recipients.
Those who still owe money will be emailed [with updated details on how much they owe, if you included an invoice or modules and "Money Total".]
The personalized link will take each person to ‘their’ payment page.
The recurring communications will continue without you needing to take further action.