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Do not mark as 'free' events which involve expenses payable to others

Some events are not free, however we don't want to enter a price, in order to prevent the system from generating an invoice... For example, when members register for a trip to a chocolate factory. They don't owe the Club any money, but still, this is not a free event, they will have to pay for the transportation, visit, lunch,...

Is there a way to either hide ¨Free¨ (because it's not free after all) or prevent the system from generating an invoice if we input a price (because it's not money owed to the Club)?

Many thanks,


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  • Pat commented  ·   ·  Flag as inappropriate

    We substituted the phrase"See event details" in lieu of "free" and this seems to work for us. If there are no charges we say so in the description. If they owe cash at the door or have to have cash for transportation or lunch, that too is detailed in the description.

  • sean commented  ·   ·  Flag as inappropriate

    I too am happy this has been pushed up to ladder. Hope it comes out soon!

  • Randall Rensch commented  ·   ·  Flag as inappropriate

    I'm pleased this issue has been elevated to "Work in Progress." I've commented already, so this thought regards the larger perspective. As another customer commented over a year ago: " the whole reason we chose Wild Apricot was for ease of use by non-tech volunteers."

    That applies to a wide range of Wild Apricot features and operations. They work for a certain type of organization who has ongoing employees who are committed (or compensated) for whatever time is required to learn processes and workarounds, and once learned, they remain in their jobs for at least a few years. But for our volunteer organization where everyone pulls a small bit of the weight, and we change our team of principal workers every year, WA is as complex as when we were using a system custom programmed by one of our members. Using WA gives us some additional capabilities, and is prettier, but in our core operations it constricts our established, proven methods and is not saving us any time. This "Free" issue is an example of what I'm talking about.

    True, it would be very helpful if our people would write up a "desk manual" or contribute to a wiki or such before they hand over their reins, but that's a skill in itself, one that many people do not possess, and which itself requires a lot of time. That, too, though, is an issue that WA could address. The point is not to anticipate every possible operational need for all prospective customers. It's to enable your customer to set up a system that itself will address the organization's existing needs. Setting one up will (in fact, already does) require major planning and work by your customer. But once set up, using the system by an organization member should be a no-brainer. In fact, it would be very nice feature if our organization could create our own Help pop-ups (e.g., a pop-up for each field in the task), explaining what to do and/or what to enter.

    But that's another wish, which I think I've posted separately.

  • Randall Rensch commented  ·   ·  Flag as inappropriate

    Stop saying an event is "FREE" when there is no payment required at the time of registration! Most of our events don't require payment in advance, but the definitely are NOT "FREE"! You have said last January that you removed the word "free" when there is no base price. That does NOT solve our problem. We would sometimes like to include the price which is sometimes a few dollars, sometimes hundreds (depends on the event), but we do not always collect it through Wild Apricot.

  • Randall Rensch commented  ·   ·  Flag as inappropriate

    Don't display the word "Free" just because there is no charge imposed at the time of Registration!

  • Susan Barrett commented  ·   ·  Flag as inappropriate

    We would like the ability to create a Registration Type that is not related to any price, for example we want members to indicate if they can attend or not attend an event but no cost is involved. If the Base Price field is 0 or empty the word "Free" is displayed beside the Registration Type in the Event Details and Event Registration pages, this confuses our members. We want to remove this. Thanks.

  • Paul commented  ·   ·  Flag as inappropriate

    Please stop displaying free registration levels as 'Variable' whenever there are optional paid items on the registration form. It's a word that has no meaning to anyone using the site and fails to convey that they can attend at no cost.

    It is also inconsistent as all levels are variable in that situation, not just the free ones, but only free ones are displayed that way.

    Please display free levels as Free.

  • Katheryn commented  ·   ·  Flag as inappropriate

    An ability to not leverage "free" for some events that have no charge or no charge that is being collected by the group.

    For example... October Halloween Party is just that a party... not a free event. Free is confusing / distracting.

    Or... if we have a networking event, where member meet for a fixed priced dinner and drinks... sometime they have to pay at the door. We do not collect these monies. They pay the restaurant. So, I either set up event as free or I have to identify the fee and then cancel invoices after members signup so that they don't get confused and assume the event is free.

  • John commented  ·   ·  Flag as inappropriate

    We too have an issue with this. Most of our member events are "cash at the door". We currently have to post them at zero dollars, so they end up showing as "free" and we explain in the event description that they are $xx.

    If we were able to put a price in the price field, and there was a switch to de-activate the online payment system, we would be able to post a price that would show through the registration process yet not create an invoice or allow for an online payment, it would be perfect!

  • sean commented  ·   ·  Flag as inappropriate

    I posted with the feedback control at the bottom of the help page too. No word from them yet.

  • sean commented  ·   ·  Flag as inappropriate

    I have tried this method, and it is not working for me.

    Does this only work on NEW Events?

  • Steve aka Picky Apricot (Wild Apricot Support) commented  ·   ·  Flag as inappropriate

    Here's a way of hiding or changing the Free label for event registration types with no registration fee. It involves added global JavaScript code:


    If you have any problems with these instructions, fill out the help feedback at the bottom of the help page.

  • Susan Bush commented  ·   ·  Flag as inappropriate

    I completely agree with this post and many of the others on this topic.

    It would seem to me there should be a choice next to the base price option when it is Zero such as (1) Use word "Free" or(2) use another word or (3) have it blank.

    Free" is confusing to end users and creating work arounds is time consuming for designers. I don't even see where to enter Frank's code.

    We chose WA for its simplicity and ease of use and would appreciate a better way in this situation.

  • tlcorr03 commented  ·   ·  Flag as inappropriate

    I'd also like to have the ability to remove the "Free" wording, or pick what I want it to say. Using the workaround only removes it from the event page - the "Free" wording shows up again in the registration.

  • domyoburk commented  ·   ·  Flag as inappropriate

    Also applies to us. We have an option for scholarships for our conference, where someone can register but later negotiate how much to pay. It is very misleading in this case to have the option labeled "Free", which results in this option:

    - I would like to attend but need to pay less - Free

    Which suggests you can just opt out of paying if you want. Instead I inserted a cost of $1, which isn't a great improvement but at least makes someone stop and question the amount.


  • rfh1957 commented  ·   ·  Flag as inappropriate

    I used the workaround, and it appears to have been successful, having a similar situation as posted above in this thread, where I have an event that requires participation in one of two workshop sessions (early or late afternoon) with two separate fees. The event isn't free, but the fees can be either $5.00 or $10.00 depending if one or two workshops are chosen.

    Richard Herndon

  • ACB commented  ·   ·  Flag as inappropriate

    When the base price box in a registration type is left blank, the event is automatically advertised as "Free".

    We would like to have the option not to show neither a price nor "Free" in the registration types.


    a/ Price p.p. - € 50.00 (EUR)
    Description: Both members and non-members

    b/ Active Military Personnel - [blank base price]
    Description: Please pay EUR equivalent of US$50.

    Could this be made possible, e.g., by leaving the base price box blank, while a base price of 0.00 would generate the "Free" mention?

    Thank you in advance for looking into this.

    Best regards,

  • MidwestBeth commented  ·   ·  Flag as inappropriate

    This is also a big problem for our group. We often have events for which we need registration to get an accurate count, yet the members will have to buy their own tickets, etc. It's important that the event not be labeled as "Free" on our registration form, because it is not free to the member.

    Yet from all the forum posts I've seen, the word "Free" on the registration page is a common field populated automatically, and there is no way we can suppress it or edit it for a particular event.

    All the workarounds that have been offered require complicated tinkering with the code. Yet the whole reason we chose Wild Apricot was for ease of use by non-tech volunteers.

    Please come up with a change to the software that makes it easy to control ALL the fields that appear on the registration form.

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