CiviCRM Community Forums (archive)

Greetings,

I've observed that, as far as Participant Status is concerned, you are either "Registered" or anything else = "Cancelled".

For example, then, if you create a "Confirmed", "Reserved spot", or "Payment pending" status, it will not count toward attendance as it is always considered not-registered.  This allows the number of attendees to exceed the number of spots.

There is apparently no way in the GUI to tell CiviEvent whether a given status should be a registered or unregistered status.  I also haven't found it in the DB ... so I'm wondering if I'm missing where there is a flag which indicates whether a status should be counted in attendance or not.  OR, is this logic hard-coded in the PHP somewhere?   

Thanks,
Brian

I know it's been a few months, but I finally sat down to make this happen (just after we overbooked a class, of course) and thought the answer might benefit future searchers.

Hard-coding different registrant statuses to count toward attendance full appears pretty simple.

First, check the civicrm_option_value table to find the value of the status you want to add.  1 - Registered and 2 - Attended are, by default, coded to count towards attendance.  Nothing else does.  In my case, I wanted to add 5 - Awaiting Payment.

Then go to civicrm/CRM/Event/BAO and edit Participant.php.  The function to be edited is cleverly called "eventFull"; for me, it starts on line 309.  All that needs to be changed is a little bit of the query, "AND civicrm_participant.status_id IN ( 1, 2 )".  In my case, I just add a 5 to make that line "AND civicrm_participant.status_id IN ( 1, 2, 5 )", and now "Awaiting Payment" will count in event full checks.

As far as I know, that's it.  It's not as elegant as a nice GUI option, but ... eh.  It works.
Brian

2.1 includes the ability to configure which statuses are "counted" as registered (i.e. counted against the Max Participants):

http://issues.civicrm.org/jira/browse/CRM-2877

There's a new field called "Counted" when editing and viewing Participant Statuses in the Admin section.

Eileen--
I would love such a workflow for event registrations, with expiring statuses.  For that matter, email notifications when people registered with the "pay later" option would be a start.

Alas, not to be I think.  Civi would have to be substantially hacked to make that happen, which would be a pain to reproduce when upgrading.
Brian

For that matter, email notifications when people registered with the "pay later" option would be a start.

Email notifications for "pay later" registrations is part of the 2.1 release.

Based on the discussion below, I've added these feature candidate items for consideration in the 2.2 roadmap:
* Wait-list management: Allow people to register in "Wait-list" status if event is full - and email them with link to come back and complete / pay for their registration if a space opens up. (This could use similar hash mechanism as the automated Pledge Payment reminder functionality.) See http://forum.civicrm.org/index.php/topic,2712.0.html for use case info.
* Expire pending (pay-later) registrations after NN days (cron job could be used to change status from Pending to Cancelled and send cancellation notification email).