About Manage Registrants
Manage registrants is an editor for an event organizer or cashier to make changes or deletions to existing registrations in the e-RegisterNow event registration software.
To get to the manage registrants management platform go to Tasks then Manage Registrants. On the first page you have two options to search for the person whose registration you wish to change. Which are, Registrant Search and Quick Search.
Registrant Search is used to list customer registrations showing the reference number, registrant’s name, and a list of events the registrant is currently signed up for.
Quick Search is used to make a quick real time updating list of possible matches to find the registrant you are looking for by entering a name, or reference number.
After selecting which registrant you are editing, you will be taken to a page that has two tabs, namely Registrant Details and Registrations.
In Registrant Details, there are many edits that can be made to the original registration form filled out at the time of purchase. Deleting a registrant is only possible if there are no transactions or enrolments attached to this registrant. The comments box can be used for administrative notes you wish to keep about the registrant in order to save time in the future. Merging two reference numbers together can be done by pressing the Merge button.
On the Registrations tab, you can see the event purchased by the registrant, the payment status for that event, and the quantity of tickets or registrations. You can also use the direct cashier login that is within the event registration tool to sell more tickets to the registrant if need be with their information pre-populated. The edit registrations button allows you to remove tickets or remove this person from an event. Please refer to the refunds training video for more information on edit registrations.
You are also able to move registrants between events. The best and most preferred way for making program changes is to fully refund the original registration and then use direct cashier login to make the new registration. This will ensure that the confirmation email is sent as well as any coupons used are applied for the new registration. However, you can make simple removals and additions to a registrants program, if coupons and confirmation emails aren’t necessary, to do this go to the edit registrations tab in Tasks; Manage Registrants; select the registrant to modify; Registrations; Edit Registrations.
Moving Event Attendees
This simple approach begins by removing the event that is to be removed and add the event that is to be added. Click on “Save and Process Financial Consequences”. On the next page it will list the event that is being refunded and the new event that is going to be added. There are three possible scenarios:
- The two events are the same price.
- The refunded event is more expensive than the new event .
- The refunded event is less than the new event.
CASE: Same Price
If the events are equal in dollar value, change the “refund tender type” to “on account” and the “payment tender type” for the new event the same. This will create a money trail showing the registrant initially paid for the refunded event and that the funds were used to register for the new event. The registrant will be removed from the old event and registered for the new one.
If you do not see “on account” as an option go to Edit; Preferences; Administrative and check beside “On Account”
CASE: REFUND OWING
If the refunded event is more than the new event, refund the original event and charge their credit card for the new event.
CASE: MORE MONEY REQUIRED
If the refunded event is less than the new event you can ask the customer for their credit card info to charge the difference or you can refund the event and ask the customer to sign up to the new event using the registration process or go through the cashier entry and register them in the new event yourself. The latter is a much easier option.
You can now click on “review” to go to the review page and verify all information and changes are correct. Click on “Process” to process the changes after this a confirmation page will load showing the breakdown. It is recommended to send the customer and updated receipt because it is not sent out automatically. Please see the receipts video on the training page to see how this is done.