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Registrant to view/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)

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

    Hi Supporters!

    We’ve prepared design suggestion for this idea:
    https://docs.google.com/presentation/d/1XrhtUinBndBDRUO73SkUzjzJLJdRbYUq_19EtuFkKu8/edit#slide=id.p

    Key changes:

    1)Ability for members to review all their event registrations, filter them, and view details.
    It will appear in the member’s profile in a new My registrations tab.

    2) New Cancellation setting will be available in registration type settings with 3 options:
    • Do not allow cancellation
    • Allow sending cancellation request to event organizer
    • Allow cancellation up to N days before start of event

    3) New email “Event registration canceled” will be sent automatically if member cancels his event registration. It can be customized.

    Our first step will not include ability for members to change event registration detais from profile. We will consider this problem separately and collect additional information.

    Will be glad to hear your comments about suggested solution!

    170 comments

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      • Ben WilfordBen Wilford commented  ·   ·  Flag as inappropriate

        On slide 7 of the design slide show, it displays a "Free" event. On slide 8, it shows where a popup is displayed because the person is cancelling the event. The popup says "Note: Your Invoice will be voided and a credit will be applied". Why would it say anything about an invoice and credit if it is a Free event?

      • ScottScott commented  ·   ·  Flag as inappropriate

        Only thing I'd do differently is allow them to add additional guests to their registration. Running a 2500 person conference and that is the most time consuming thing since members keep wanting to add people to their registration so they lock in the member pricing.

      • Anonymous commented  ·   ·  Flag as inappropriate

        A great improvement - but it's important for a cancelled spot to NOT be reopened for registration if there is already someone on the waitlist.

      • Paul RomainePaul Romaine commented  ·   ·  Flag as inappropriate

        I like the idea of allowing members to edit their event registration, but with cautions/controls. Some event changes don't matter (changing an address), while others may affect costs and require an new invoice. Perhaps the admin can control what changes a registrant can make without contacting the admin (cancel vs change vs removing costs), which might be limited by date (e.g., cancellations before September 1, meal changes before Oct 1, etc.)

        I think a lot of people are looking at online stores like Amazon and asking, why can't I change my order/registration? Like online ordering, edits might be restricted by date.

      • Steve HorsfallSteve Horsfall commented  ·   ·  Flag as inappropriate

        On slide 7 the information message at the top still says to contact Administrator to change. Is this still required if the self service option to cancel is available. If its allow modification of other options not including cancellation the message may need to be reworded.

      • DrewDrew commented  ·   ·  Flag as inappropriate

        I like the writeup! The best part is that it looks like you'll have a tab where members can see all of the events they've registered for/attended in the past.

        I agree with others that we need a cancellation fee or credit holdback.

        Maybe this is in "phase 2 implementation" but I'd like for that to kick in on a certain date. We charge a late registration fee of $5 within a week of the event which we handle by using additional registration types with date limitations. If we get a cancellation prior to the late fee date, we usually refund the full amount; if we get a cancellation request after that date we hold back the $5 late fee.

        This way people aren't "scared away" from signing up early because they know they can cancel for free (for a while at least). This way they're much more likely to attend rather than wait till the last minute to make sure their schedule is free and maybe forget to register. But last minute cancellations are still discouraged because we've already given the caterer a headcount.

        Thanks!

      • Pat SPat S commented  ·   ·  Flag as inappropriate

        My comment pertains to the new design. We love the idea that the system will do the cancellation and issue a credit, but we need to be able to adjust the credit for a cancellation fee. Currently in Paypal, they still charge the 30 cent transaction fee for cancellations.

      • Anonymous commented  ·   ·  Flag as inappropriate

        Looks great. I agree with other comments that the confirmation pop-up should say something like "Paid registrations will result in a credit".

        Also agree with comments regarding the waitlist. If there's a waitlist for an event, can the system default to processing it as a 'request to cancel' so the administrator can coordinate filling the space with someone from the waitlist? This would reduce the risk that a space becomes available and it taken by a new registrant instead of someone on the waitlist. In most cases,

      • Riley JacksonRiley Jackson commented  ·   ·  Flag as inappropriate

        I really like key change #1. That's been needed for a long time irrespective of the cancellation change.
        I also like the options you've provided. It seems like those should cover the needs of almost everyone.

      • Team EventsAdminTeam Events (Event Management, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Cindy and Kenny,

        thanks for your comments about waitlist. Right now we're trying to understand if it's possible to include automatic movement from waitlist in the first release for this idea.

        Please vote for this idea using link below and it will help us to understand for how many people this problem is important.

        https://forums.wildapricot.com/forums/308932-wishlist/suggestions/12369927-automatically-add-a-waitlisted-person-upon-someone

      • Team EventsAdminTeam Events (Event Management, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Comment from e-mail:

        Hi, sorry but I cant get onto the forum from my cell phone.

        We usually have a wait list for each event. I need the ability to cancel but its essential that the newly available space is reserved for someone on the waitlist.

        The last system we had allowed people to cancel but didn't replace the slot with someone from the wait list, so a new sign up could sneak in and steel the spot from people already wait listed.

        Thank you

        Kenny Macleod

      • BonnieBonnie commented  ·   ·  Flag as inappropriate

        Thank you. It will work for us with the option (Allow sending a cancellation request to event organizer). That will give us the opportunity to request a substitute rather than giving them a refund/credit for most of our events.

      • Charles PenaCharles Pena commented  ·   ·  Flag as inappropriate

        We supported this idea for the ability to edit the details of the event. The cancellation process doesn't handle or mention the cancellation fee they will be charged. If you are going to use days before the event as a cancellation trigger, it needs to have the ability to have numbers in the 120 to 180 range.
        Unfortunately, don't see much here that couldn't have been handle by placing a button to send an email to the Event Coordinator to cancel.

      • Walt BilofskyWalt Bilofsky commented  ·   ·  Flag as inappropriate

        Thanks for the design. It looks good.

        A member can change their reservation by cancelling and rebooking (except when there's a waitlist).

        The only little thing that might improve the member experience would be to add to the event confirmation email a macro that generates a link for "Cancel your reservation" only for events where this is available. The link could go to the member's Event Registration Details page where there is a prominent Cancel or Request Cancellation button.

        And on the Cancel Event Registration dialog, better to say something like "If you paid, a credit will be applied," because some events are free and there may not be an invoice.

      • Cindy CooperCindy Cooper commented  ·   ·  Flag as inappropriate

        This looks great. What will happen if there is a waitlist - will the next person be automatically enrolled when a current registrant cancels?

        Or do we continue to handle these manually?

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