Still Receiving Volunteer Reminders, Even After Removed from Opportunity

I’m happy to help @alexgf, and you’re right that what you’re describing should not be happening.

Based on the URL you provided, it looks like the website is integrating our volunteer management plugin with Gravity Forms. Is that correct?

If that’s the case, it would be helpful to know how volunteers are being removed when they can’t make it. If they’re removed by trashing the Gravity Forms entry, then that won’t help. They’ll still be RSVPed in the system. The only way to stop a volunteer from getting the reminder email is by following the steps outlined here. Can you confirm that’s how volunteers are being removed?

Hopefully that gets to the bottom of the issue, but if not, we can certainly keep troubleshooting.

Hey Jonathan!

Thanks for the quick response. Yes, we’re currently integrating with Gravity Forms, which has been going well!

I followed the steps that you mentioned to remove myself from the Opportunity after testing — going into the Opportunity individually, removing the RSVP, etc. I did NOT trash the Gravity Form submission.

And then after I was removed from the opportunity, I received reminder emails.

Thanks for all the details. Would you mind copying and pasting the content of the reminder email here? Those should go out almost exactly four days before a one-time opportunity takes place (assuming the number of days in the settings hasn’t been changed). It’s odd that you’re getting the email so quickly. Is it possible the email you’re seeing is the immediate notification that you signed up to RSVP?

Sometimes all the emails can be confusing because they can come from both Gravity Forms and the volunteer management plugin. All of them can be turned off, but if some aren’t, then they may overlap.

Hi There!
I’ve attached the body of the email here:

“Hi,
Thanks again for signing up to?volunteer. Your opportunity is coming up soon. Here are the details:

Guest Chef – 2/9/24
When: Fri, February 9, 2024 from 9:00 am – 4:00 pm
Location:?The Doorways, 612 East Marshall Street, Richmond, Virginia 23219 “

Thank you!
– A

Thanks for the additional details. That’s definitely the reminder email. For the “Guest Chef – 2/9/24” volunteer opportunity you provided the reminder email content for, did you sign up for that today, or did that happen a few days ago?

Can you also compare the reminder email settings to what’s below and let me know what differences you see?

I also wanted to mention that I’m out of the office on vacation next week. If this conversation continues I’m happy to pick this back up when I’m in the office the week of February 19th.

Thanks for the back and forth.

Hey Jonathan!

That’s okay —?this can wait until you’re back in the office. I signed up a few days prior to receiving the reminder email —?it wasn’t the same day.

That’s helpful. Would you mind also comparing the settings to the screenshot I provided in my last message? It would be helpful to know if anything is different.

Thanks for understanding about the time away. I’ll make sure to get in touch the week I’m back.

They are the same!

Hi there Jonathan –

This is what we’re currently seeing in the backend of the site:
https://share.vidyard.com/watch/37CAFzYdFeaa9zz2LMqvPJ?

I’ll check with my client re: your access to the site when you’re back in the office.

Thank you!
– A

@jg-visual

I’m am 100% sure you mean well but please never ask for credentials on these forums.

• https://www.ads-software.com/support/guidelines/#the-bad-stuff

Now for the why: The internet is a wonderful place full of very nice people and a few very bad ones. I’m sure everyone here is very nice however, by giving some ones keys to your house you are trusting they wont steal anything. Likewise the person who takes the keys is now responsible for the house FOREVER.

If something was to go wrong, then you the author may well legally become liable for damages, which they would not normally have been as their software is provided without warranty.

Please be aware that repeatedly asking for credentials will result in us escalating this to the plugins team.

It’s never necessary to do that. Here’s why.

There are many ways to get information you need and accessing the user’s site is not one of them. That’s going too far.

• Ask for a link to the https://pastebin.com/ or https://gist.github.com log of the user’s web server error log.
• Ask the user to create and post a link to their phpinfo(); output.
• Ask the user to install the Health Check plugin and get the data that way.
• Walk the user through enabling WP_DEBUG and how to log that output to a file and how to share that file.
• Walk the user through basic troubleshooting steps such and disabling all other plugins, clear their cache and cookies and try again.
• Ask the user for the step-by-step on how they can reproduce the problem.

You get the idea.

Volunteer support is not easy. But these forums need to a safe place for all users, experienced or new. Accessing their system that way is a short cut that will get you into real trouble in these forums.

Thanks Steven. I appreciate you hopping in and I’ll do what I can to avoid logging into user’s sites in the future.

@alexgf, I took a look at the staging site and nothing stands out to me that would be causing this. We’re at the end of our ability to provide free support, but I do have one final suggestion that may be worth trying.

There are a fair amount of plugins installed here. On the staging site, I’d suggest deactivating all the plugins except for volunteer management and switching to a default WordPress theme. Then go through the process of creating a new volunteer opportunity, signing up, removing the RSVP, and when the timing is right checking if the reminder email is still sent. This would potentially confirm whether another plugin or the theme is causing the issue. If going through these steps fixes the issue, then you can repeat the process, deactivating plugins one at a time or in groups. That should allow you to find the specific culprit.

I’m sorry I don’t have better news for you. If you’d like to discuss having our team spend more time in the site, let me know and we can talk over the options.

@alexgf, I forgot to mention in my last response that we did test the scenario you’re running into in a fresh WordPress installation. We signed up two people for a volunteer opportunity, then removed the RSVP for one of them. Four days before the opportunity started the one still RSVPed got the reminder email, and the one we removed didn’t.

I’m only mentioning this because I want you to know that finding and fixing bugs is very important to us. In this situation though, we think the issue is more likely caused by something related to how this specific website is configured.

Ah thank you Jonathan! I was afraid of that. Thanks for checking into everything —?I’ll discuss with the client and see what we can find out.

That sounds good @alexgf. Keep me posted if there’s anything else we can do to help.

@alexgf, I’m going to mark this resolved since we haven’t heard from you all in a while.

Don’t hesitate to reach out if you have any questions down the road.