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Managing late event cancellation - payment forfeit

Currently, when you cancel an attendee from an event where they have paid a registration fee, the system credits their account with the amount paid for that event, which is fair enough EXCEPT in some cases, when we have had to pre-purchase tickets and technically cannot refund the amount, but would still like to cancel the registration for recording purposes.

It would be good if, when cancelling an event registration that is not free, we are given the option to credit the account or not. That way, if you want to make the funds available to use for another event you can (as is the default), but if you need to hang onto the funds for whatever reason, you also have that option.

This could be part of the popup you get where you can add optional comments when cancelling an event registration.

Hopefully that explains it enough - let me know if you need more!

Thanks

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    Kerrie-AnneKerrie-Anne shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    7 comments

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      • Kid ApricotKid Apricot commented  ·   ·  Flag as inappropriate

        I have merge the threads as they are related. Thanks for your feedback, as Evgeny stated, this has been added to our queue.

      • Kerrie-AnneKerrie-Anne commented  ·   ·  Flag as inappropriate

        I've said this before in these forums somewhere, but it would be great when you do cancel a registration that you get the option of how to you wish to action it at the time. The current process as you described is a right pain and time consuming and messy.

        It would be good if, at the time you cancel a registration, you have the choice of whether you wish to:

        a) refund
        b) keep the fees
        c) Credit the account (current default)

        This would make it much easier to handle no-shows and the likes where folks are not entitled to a refund - makes it much easier for reporting on finances and member behaviour.

      • Kid ApricotKid Apricot commented  ·   ·  Flag as inappropriate

        The Event registration function tracks registrations and payments, but does not handle check-in. To get the registrant off the attendee list, you have to cancel their registration for the event, http://help.wildapricot.com/display/DOC/Cancelling+events+and+registrations

        If you're planning on refunding the payment if the attendee does not show up, you can cancel the registration and give a refund, http://help.wildapricot.com/display/DOC/Refunds

        If you're keeping the payment and cancelling the registration, you have to create a new invoice and settle the payment to the new invoice, since when you cancel a registration, it will delete the event invoice and leave a payment on the attendee's account, http://help.wildapricot.com/display/DOC/Recording+payments+and+credits%2C+and+settling+invoices#Recordingpaymentsandcredits%2Candsettlinginvoices-Settlingpayments

      • FenManFenMan commented  ·   ·  Flag as inappropriate

        If I have someone register for an event but not show up, is there a way to indicate this in the event and records?

        Without the ability to do this, my event attendance record is incorrect, as is the contact's event attendance information.

      • Katie FritzKatie Fritz commented  ·   ·  Flag as inappropriate

        Yes! We need this too. When people register for our events, we pay for food, materials, etc. for them. If they don't show up, we still need to keep the money.

        I think even making this the default (keeping the money) would work. It's easy to cancel an invoice or refund a payment manually.

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