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Registrant to view and change his event registrations

Current features:
Once registered, a person can not change anything (i.e. cancel/edit details) about their registration, this can only be done by the administrator

Desired behavior:
Registrants should have the ability to view and edit their own event registration(s)

389 votes
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Dmitry Buterin shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

Hello, dear supporters!

We’re happy to announce that now your registrants can view and cancel registrations.

This suggestion has accumulated many votes and comments. As usual, we started with the main needs and some of your requests are not covered in this release.

What released:

  • All registrants now can view all their event registrations in one place. There is new tab ’My registrations’ in the profile.
  • You, as administrator, can allow them to cancel their registrations and specify cut-off date if required.
  • We added new email – Event registration cancelled. This message is sent when a registration was cancelled, either by an administrator or by the registrant.

What is not covered yet:

Check our help page for more information about these changes and others, that we added in this release – https://help.wildapricot.com/display/DOC/Release+5.15

We hope you’ll like it. Please leave your feedback any time by email, by using in-product feedback form and use our Wishlist for sharing your new suggestions.

Thank you for your patience and have a great day!

Events crew @ Wild Apricot


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  • skipat commented  ·   ·  Flag as inappropriate

    Good suggestions, just wanted to add that we would like the ability to add late cancel charges (not full event price, a lower price than what was paid). It would be great if we could set it by #of days out with an amount. Even better if the system would reapply payment and generate remaining credit automatically too, that's where event managers struggle the most. Thx

  • Arkady commented  ·   ·  Flag as inappropriate

    Dimitry, some suggestions that look to me as a first step into right direction:

    - cut of dates

    to add to event form date and time of deadline until which cancellation can be made by a member without penalty. Admin sets it when event is created. If left empty, no cancellation allowed. As a first step it can be done per event, in later versions per registration type.

    - how refunds are issued

    simple, the same as today if admin cancels paid invoice: positive balance added to the member's account, that's it. The only difference is that invoice deletion will be issued by the member. Then the member can settle future invoices with this balance ( this part already works great). BTW, cancellation links can be presented to the user in "invoices and payments" tab in the profile.

    - free and paid registrants

    If refunds are issued to the account balance, should be no difference. Free event cancellation will create no refund.

    Thank you

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Thanks for commenting. Our development pipeline is full for the moment so the earliest we can consider this is next year, sorry.

  • dab206kw1 commented  ·   ·  Flag as inappropriate

    We have the need for members to be able to login and view the list of events that they have registered for. Much like the list that an Admin sees on the Contact record under the events tab. Also the ability for the member to cancel within a prescribed period with no penalty. Lets start with free events and go from there.

    This request was first raised in 2009, time to get it in the next release!!

  • jessica commented  ·   ·  Flag as inappropriate

    I support the above suggestion, but would need the ability to add a cancellation fee to an event cancellation, amount to be set by the administrator.

  • Arkady commented  ·   ·  Flag as inappropriate

    Hi there,

    I'd suggest to add an option to allow members to cancel their own bookings till specified deadline. It will simplify admin burden significantly. We used homegrown solution before WA (abandoned due to support issues), that has this functionality, it worked like a charm. This option works especially well with a wait list.

    Here's functional description:

    Event had 4 deadlines, set by an admin.

    Cancellation deadline 1,after which cancellation button disappeared from event screen. Let's say Wednesday 1pm for a weekend event. (if there was no wait list) or

    Cancellation deadline 2 Thursday 1pm (if event was booked out and there was a member on wait list to take a spot).

    That means that members that booked two weeks in advance, have an opportunity to cancel until the deadline 1 or 2 without penalty. We collect money on an event, so early cancellation did not messed our finances. For organizations that collect payments on booking, the member's positive balance can go toward future events.

    If there was a wait list, and a booked member cancels, the first person on the wait list was booked in automatically and notified via email. From this moment they considered booked and rules of cancellation deadline 1 or 2 applied.

    BTW, members that registered for wait list were notified what is their position on a wait list.

    Registration deadline 3, after which the event considered closed for bookings. Let's say Tuesday 10pm for the same weekend event. Registration deadline was always later than the cancellation one - we didn't want members to cancel in the last moment, because venue/transportation had been already booked by the club. We allowed members to book to the wait list till this deadline as well.

    Waiting List cancellation deadline 4- time we allowed to cancel requests on waiting list (if event was filled in) without penalty. Let's say 8pm Thursday.

    Why we did wait list at all? Because we run trips with buses, so if there was enough people on the wait list, we would add a bus, admin added 56 spots to the event, and wait list members were promoted automatically into newly available spots.

    All four deadlines were set globally in one spot, however admin could change it manually for an event. In WA case, it looks to me much simpler to have those deadlines per an event, because global event logic is different for different clubs/organizations.

    Hope you'll look into it.

  • skipat commented  ·   ·  Flag as inappropriate

    We have some concerns with allowing registrants to cancel themselves from an event --- we charge a late cancel fee for those who cancel 7 days or less before many of our events (since we have already committed to expenses based on the # of registrants).

    If this is going to be a feature provided, we would like the ability to put parameters on so that late fees can be charged and/or the attendee is warned they will incur cancelation charges.

  • bobblesse commented  ·   ·  Flag as inappropriate

    I'd like to see this feature also. I have members who have forgotten which sessions, tours, etc. they signed up for and would like to be able to view all their event registration information. Even better would be the ability to change some of their choices and to cancel their registration if need be.

  • jessica commented  ·   ·  Flag as inappropriate

    As a brand new user of WA with an organization of over 200 and a huge mailing list (not yet imported into WA), I am very unhappy to learn that people cannot cancel their own registratons. I hope this moves WAY up the list of changes to be made. People are used to handling their own registrations online for all sorts of things, and involving 'human contact', especially for free events, is cumbersome and time consuming.

  • spinsister commented  ·   ·  Flag as inappropriate

    Is there a plan to include the option for event self-unregistration in an upcoming release?

    We sent a survey to our 300 members about what they did and didn't like about our new Wild Apricot implementation. This was by far the biggest complaint. We run several free events per week which require a minimum number of attendees to proceed safely. Registrants want to notify other attendees if they can't make it. Due to volume of registrations we don't have the capacity to update the site manually as cancellations are emailed in.

    I agree with an earlier comment that only allowing this for free registrations is a good start. An event could be configured with an "allow self-unregistration". For pay events we're fine with processing these manually as we need to issue a full or partial refund anyways.

  • skipat commented  ·   ·  Flag as inappropriate

    If anyone out there charges cancelation fees for some events you will want to vote for this feature!!!

    We charge attendees a cancelation fee for certain events if they cancel late (within one week of an event for ex.)

    It would be great if this cancelation fee could be built into to the event when it is created by us. (enable us to set the dates/amount for it to kick in).

    And we'd like the cancel revenue to accrue to the finances of the event --- want to see cancel fee revenue in the Registration by Type report.

    Then, when an event manager Cancels Registration (needed to free up a seat for someone else to register in their place), the attendee would automatically be billed cancel fees for that event as set in the Event Details.

    No additional work would be needed by Event Mgr or someone else in the organization to generate a Manual Invoice to bill them for the cancel fees, and then settle their previous payment to the new manual invoice so member's account is properly credited/settled. (Since once you cancel the registration, the invoice is canceled and the member account is automatically credited in full for whatever payments were applied to that invoice).

    This would save us so much cumbersome work and oversight of Event Managers activities!

  • skipat commented  ·   ·  Flag as inappropriate

    On many events, if an attendee cancels too close to the date of the event, there are cancelation fees due. The current process in 4.0 is quite cumbersome for an Event Manager to issue the appropriate credits and charges to the attendee record. (I'm still struggling with all the steps to make it come out right!!!)

    I would like to see a new button appear when an attendee is canceled with options for entering a cancelation charge (either to modify the existing invoice or to automatically create the new invoice for the cancel charge), and then have options for applying payment for that charge from the existing payment already recorded for that attendee on that event. If on line payment, then adjust the credit due back to the member account for the full event charge less the cancelation charge.

    For manual payments, on many events we collect 2 checks --- we either destroy one check (equal to the refund due) and keep the other (for the cancelation fee). However if an attendee only sent 1 check or the refund amount is different, we need to deposit the check and issue the credit less the cancel fee.

    When a manual payment attendee cancels in advance (no cancel fee charged), we also destroy their check, so would like to cancel the registration and have the option to simultaneous cancel the payment that was prevously recorded.

    It would also be good for the registration payment report show the cancelation fees collected for that event.

  • Mike Davison commented  ·   ·  Flag as inappropriate

    Absolutely need this feature. We have lots of free and pay-at-the-door events and we would use this feature all the time.

    It makes sense to put this into the member profile and allow them to cancel any free event they have registered for.

    In addition, I'd like to see an "evite" type of option to have members RSVP for events with Yes, Maybe or No. I also like the ability to send emails to members of a group based on their RSVP status - e.g. send to all "Yeses", all "Nos", All "Maybes", All those who haven't RSVP'd.

  • anna commented  ·   ·  Flag as inappropriate

    Yes, please! This would be great. As it stands now, the event creator has to go in and manage it, and we need our participants to be able to join and drop at will. Thanks!

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