If you are interested in accepting payment methods other than credit and debit cards, you can enable Offline Payments. This allows you to provide alternative options such as cash, check, etc in addition to instructions on how your registrants can pay.

The registrant will not receive their final confirmation with their active QR code until final payment has been received and marked as Complete in the system. Upon marking a payment as Complete, an updated confirmation email will be sent that will include their active QR code.

To learn how to mark offline donations as Completed, click here.

Note: Offline payments is available for customers on the RegFox Premium and RegFox Professional plans. This feature is not included in the Standard plan.

If you’d like to use this feature, we recommend upgrading to RegFox Premium. Learn more about RegFox plans here.

Offline Payment Pricing

Offline payments are charged $1.99 + 1% (up to $5.99) per registrant. This fee is charged when a registration is submitted and marked as Pending Offline Payment, and the charge is billed to the card on file.

If using Webconnex Payments, a credit card is required to enable this feature. The card will be invoiced $1.99 + 1% (up to $5.99) per registrant who chooses offline payments. To avoid having a card on file, we recommend disabling the offline payment option.

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Enable Offline Payments

Note: Offline payments affect other RegFox features, and some features are not compatible with offline payments. Review the details below before enabling it.

Deposits: Offline payments should not be used with deposits, as this adds additional complexity. For the best experience, we recommend hiding offline payments for customers who are paying using a deposit
Payment Plans: Payment plans are not compatible with offline payments. If you offer payments plans, offline payments cannot be added to the page

From the Pages screen, click the pencil icon on the page for which you'd like to enable Offline Payments
Scroll down to the Billing Information section, and click the Pencil icon on the Payment Method field
Toggle Allow Offline Payment to On

Update the Offline Label to match your Offline Options (such as "Cash or Check Payment")
Add any payment instructions (such as where to mail cash or check to, who to make the check out to, deadlines, etc.)
Click Done
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page

Registrant Experience

When a registrant arrives at the billing section of your live page, they will see the offline payment option as well as the offline instructions you provide.

On the Confirmation Page and Email, registrants will see the notice: "Important: Your registration is pending until your payment has been received in full. When it has been received, you'll receive a new email confirmation. Please see instructions below to send in your payment."

The payment instructions will also be displayed on the confirmation page and confirmation email.

Note: If someone selects to add Purchase Protection to their registration, it will disable the Offline Payment payment option

Hide the Convenience Fee

If you would like to hide the convenience fee when registrants choose an Offline Payment option, you can set up an action to do so. Here is how to set up this action.

From the Pages screen, click the pencil icon on the page you'd like to edit
Go to the Actions tab
Click Create Your First Action, or click the + icon on your action if you already have actions on your page

On the left-hand side, click the Offline Payment option
Choose Is Selected

On the right-hand side, select Hide
Choose the fee that you would like to hide
Click Save Action
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page

FAQs

How do I complete an offline cash or check payment so the QR code can be generated and final confirmation email be sent?

To learn how to complete an offline payment, click here.

How can I add an offline payment on a Peer to Peer fundraising page?

To learn how to add an offline payment on a peer to peer fundraising campaign, we recommend using manually entering the donation on the back-end. This article walks through how to do this.

If I am using Webconnex Payments, why was my card charged for some of my registrants?

If you're seeing a charge to your card for RegFox registrations and are using Webconnex Payments, the charge is likely due to offering an offline payment option on your page(s). When registrants choose to pay offline, the RegFox fee for these registrations is charged to the card on file. These fees, along with any other paid RegFox features, are invoiced monthly. You can view a detailed breakdown of charges on your RegFox invoice. Click here to learn how to view your invoice.

If I cancel an offline registrant, will the RegFox fees I paid be refunded?

No. Fees for offline registrations are non-refundable, even if the registration is canceled.

Is there a way to generate invoices for my registrants after they register and pay using offline payments?

Right now, RegFox shows a confirmation page after each registration is processed and sends a confirmation email to the registrant. The confirmation email provides a receipt, and is used as the official record of the order. RegFox does not generate invoices for registrations.

Can I offer deposits for offline payments?

Typically, we don't recommend using deposits and offline payments together, as this adds additional complexity. Instead, we recommend hiding offline payments for customers who pay for their event using a deposit. Click here to learn how to do this.

Note: We don’t recommend using deposits and offline payments together. However, if you do choose to offer deposits with offline payments, we recommend waiting to complete the deposit payment until the registrant has fully paid their balance. Instead of completing the deposit, you can record a partial payment to reflect the amount paid and reduce the remaining balance. Click here to learn how to add a payment towards a registrant's balance.

We recommend waiting to complete the deposit payment until the balance is fully paid because completing a deposit payment temporarily marks the registration as Completed and automatically sends the registrant their QR code, which allows them to check in to your event. If the registrant still has a remaining balance by the time the final payment date passes, the registration's status will be updated back to Pending Offline Payment, but the registrant will still have the QR code they need to attend your event.

Can registrants use offline payments with a payment plan?

No. Payment plans are not compatible with offline payment methods. If payment plans are enabled on your page, offline payments cannot be offered as a payment method.

When am I charged RegFox fees for registrations paid using offline payments?

RegFox fees for offline payment registrations are added to your monthly invoice when the original registration is placed and the status is set as Pending Offline Payment. These fees are included in your next monthly invoice and are charged to the card on file.

Note: RegFox fees for offline orders are non-refundable, even if the registration is later canceled.

Why doesn’t anything happen when I click Send Reminder?

The Send Reminder button opens your default email program so you can email the registrant. If nothing opens, your computer or browser may not have an email program configured to handle email links.

If the Send Reminder button doesn't open your default email program, check that your default email program is set up correctly on your device.

Accept Cash, Check and Non-Credit Card Payments