Deposits let you give registrants flexibility by allowing them to register with an initial payment and pay the remaining balance later. When you set up a deposit, the system will automatically charge the card on file for the remaining registration costs on a date you choose. Registrants can make additional payments toward their balance at any time, and account users can also process payments on their behalf.
You can update the card on file or adjust the final payment date as needed, giving both you and your registrants full control over the payment process. This article will guide you through setting up deposits, managing payments, and making adjustments so the process runs smoothly from start to finish.
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FAQs
Set Up Your Deposit Option
In RegFox, you can quickly enable the deposit option and customize the deposit you require registrants to pay when registering for your event. When you turn on the deposit feature, registrants who select your registration option have the option to pay for their registration in full, or pay a deposit. If the deposit option is selected, RegFox will display the charge date for the remaining balance.
Note: Deposits are only available on Registration Options fields. This option is not available on Multiple Choice fields.
From the Pages screen, click the pencil icon on the page you want to edit
Scroll to your Registration Options field, and click the pencil icon on this field
Scroll to the registration option where you want to add a deposit
Go to the Deposit field, and toggle this option to Yes
Select whether you would like the deposit payment to be a percentage or a flat dollar amount, and set the deposit amount
Enter the due date for the final balance
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 selects a registration option that offers the deposit option, they can choose to either pay the full amount up front or pay with a deposit and pay the remaining balance later. If the registrant pays with a deposit, they will see the date their remaining balance is due below the deposit option.
On the confirmation page, registrants will see that their registration isn't complete and that they won't receive their QR code until their payment has been received in full.
They will also see the deposit they paid, their remaining balance, and their final balance's due date. If Group Registration is turned off, they will also see a link to make additional payments before their scheduled final payment date.
Allow Registrants to Pay Towards Their Balance Before their Scheduled Final Payment
You can set up your page to let registrants make payments toward their balance at any time. There are several different ways to enable this.
To allow the registrant, friends, or family to pay towards the balance using a payment link, we recommend setting up the Payment Link feature for deposits. You can also enable the Registrant Account Center, which lets registrants sign in with their billing email to add a payment.
Set up a Payment Link
Set up a Payment Link
To set up the option to display a payment link to the registrant, we recommend turning off Group Registration.
From the Pages screen, click the pencil icon on the page you'd like to edit
Hover over the Settings tab
Select Group Registration
Set Allow User to Add Multiple Registrants to No
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
Once you turn off Group Registration, registrants who complete their registration will receive a unique link on the confirmation page and their confirmation email.
Registrants and their friends and family can use this link to apply payments before their scheduled payment date. This will modify their final balance. When someone applies a payment, both the registrant and the person who pays will receive a notice of the payment being applied towards their balance in an email.
Set up the Registrant Account Center
Set up the Registrant Account Center
You can set up your page to let registrants create a registrant account. Once created, the billing email can log in to manage and make payments directly. Follow these steps to enable this option:
From the Pages screen, click the pencil icon on the page you want to edit
Hover over the Settings tab
Select Registrant Permissions
Toggle the Allow Registrant to Create an Account button to Yes
If desired, add the specific dates where registrants will see the option to create an account
Select where you'd like to display the link to create a registrant account. By default, registrants will see the link to create a registrant account on the confirmation page and confirmation email
Customize the text you'd like to display to registrants on the confirmation page and the confirmation email
Registrant Experience
When you have turned on the option for registrants to create their own registrant account, the billing email can create an account and pay towards their balance any time before their scheduled payment date. Here is how registrants can log in to their Registrant Account Center
Pro Tip: Only the billing email can create a registrant account and make payments through this account. If there are multiple registrants in an order, only the billing email for the order can add payments through the Registrant Account Center.
To begin, registrants can visit your account's Registrant Account Center link
Registrants can then claim their account, or log in with their email and password
From there, registrants can click the Registrations tab
Registrants can select View Details next to the deposit registration
From there, registrants can scroll to the registration, and click Make Payment next to the Outstanding Balance row
Registrants can add the payment amount
They can select to charge the current card on file, or a different card
Registrants can then click Save
Add a Follow-Up Payment or Credit to a Registrant With a Pending Final Payment
By default, Deposit Payments require an initial payment at registration, followed by an automated final payment for the remaining balance on a later date. However, users on your account can manually add micro-payments before the final due date to reduce the remaining balance.
There are two different ways to adjust the final balance for a registrant. If you Add a Payment, RegFox decreases the outstanding balance by applying an extra payment before the final due date. If you Apply a Credit, RegFox decreases the outstanding balance by applying a credit to the registrant's remaining balance.
Pro Tip: You can also enable registrants to make follow-up payments on their own. Click here to learn how to set up this option on your page.
Add a Follow-Up Payment
Add a Follow-Up Payment
When you add a follow-up payment, RegFox reduces the registrant's remaining balance by adding an additional payment before the final due date. You can choose to charge the card on file, use a different card, or record an offline payment for the registrant.
Pro Tip: When searching for your registrants, you can select the Pending Payment tab to see all registrations with a pending payment. This tab includes registrations with a pending deposit payment and registrations with a pending offline payment.
On this tab, you can quickly see the name of the registrant, the amount they have already paid, the amount due, and the number of payments made. You can also see their final due date.
From the Pages screen, click the Registrations tab
Select the Pending Payment tab to see all pending payments at a glance, or search for a registrant's name, order number, or email in the search box
Select the eye icon next to the registration where you want to add a payment
Click Add a Payment
Add the new payment you want to apply
Select the payment method for this payment. You can charge the card on file, charge a different credit card, or record an offline payment
Add a note if desired
Click Add Payment
Apply a Credit
Apply a Credit
When you apply a credit, RegFox offsets the final balance due by adding a credit to the final balance due. This credit manually decreases the amount the registrant owes. Often, an individual may use the option to apply a credit if a registrant has a scholarship, prize, or late discount on their registration.
Pro Tip: When searching for your registrants, you can select the Pending Payment tab to see all registrations with a pending payment. This tab includes registrations with a pending deposit payment and registrations with a pending offline payment.
On this tab, you can quickly see the name of the registrant, the amount they have already paid, the amount due, and the number of payments made. You can also see their final due date.
From the Pages screen, click the Registrations tab
Select the Pending Payment tab to see all pending payments at a glance, or search for a registrant's name, order number, or email in the search box
Select the eye icon next to the registration where you want to apply a credit
Click Give a Credit
Add the credit amount you want to give
Add a note if desired
Click Apply Credit
Update the Card On File, Change the Date of Payment, or Disable a Scheduled Payment
If you want to edit details for the final payment, you can do so in RegFox. You can update the card on file for the final payment, change the due date for the payment, or disable the scheduled payment altogether.
From the Pages screen, click the Registrations tab
Select the Pending Payment tab to see all pending payments at a glance, or search for a registrant's name, order number, or email in the search box
Select the eye icon next to the registrant you want to edit
Scroll to the Scheduled Payments section, and click the eye icon next to the payment
Click the Update Scheduled Payments button
Manage the scheduled payment
Enable Payments: Turn this option on or off to enable or disable the scheduled final payment
Next Date: Update the date for your final payment
Send Notifications To: Update the email that receives a notification when the final payment is processed
Payment Details: Update the payment details for the scheduled final payment
Click Save
Complete the Registrant's Final Payment and Manage Declines
Completing the Final Payment
On RegFox, the registrant's final payment can be completed in several different ways. When the registrant's balance is fully paid off, their registration's status will update from Pending Final Payment to Completed, and the registrant will receive a new email with their QR code.
Pro Tip: Here are the ways a registrant's remaining balance can be paid off:
A RegFox user adds payments that together cover the remaining balance before the final payment date
The registrant, their friends, or their family make payments directly that fully cover their remaining balance
RegFox automatically charges the registrant's card for the remaining balance on the final payment date
Managing Declines
If there is still remaining balance by the final payment date, RegFox will charge the current card on file for the remaining balance. If this charge declines, we will send the registrant an email with a link to update their card on file so they can complete their payment. If the registrant uses this link to update their card on file, our system immediately attempts to charge the new card.
Users can also update a registrant's billing information directly in RegFox. Click here to learn how to do this.
Pro Tip: If the registrant does not update their card after their card is declined, RegFox will attempt to run the same card on file again two more times every other day. Each time the card is declined, our system sends an email to the registrant with a link inviting them to update their credit card details.This link expires in 72 hours.
After the third declined attempt, RegFox will stop attempting to charge the card on file, and the registration will remain in a pending final payment state. The registration will remain in this state until a user cancels the registration, or the registrant provides updated card information.
Analytics and Reporting - How to view the customers who have paid a deposit
You can quickly view the registrants who still have remaining balances. For an at a glance view, you can view your registrants with a pending final payment on the Registrants tab. For more in-depth reporting in a CSV format, we recommend downloading a Registrant Data Report. Here is how to do both.
View the Registrants Tab
View the Registrants Tab
From the Pages screen, click the Registrations tab
Under the Status tab, select the Pending Final Payment status
If desired, filter by a specific page to see all registrants who have a final payment for a specific event
Pull a Registrant Data Report
Pull a Registrant Data Report
To pull a Registrant Data report, hover your mouse over the Reports tab in the top menu bar
Select Exporter from the dropdown
Select the Registrant Data report
Search for your page name(s) and select the page(s), or simply select the page(s) if you can see them
Select the field(s) you would like to export and press the right arrow to move them to the box on the right to be exported. To move fields out of the export, select the left arrow button
To move fields to a new column on the report, select the field you want to move, and select the Up or Down arrows respectively
Pro Tip: To select multiple pages or fields at once, hold down the command or control button on your keyboard while making your selections. To select all pages or fields, hold the command or control button and the A button on your keyboard.
In the Status field, select the Pending Final Payment status, and de-select any other status
Select a date range if desired. If these fields are blank, the report will pull all registrations from the moment your page went live
Select the File Type and File Name
When ready, click the Download button
FAQs
What are the fees to use the deposits feature?
What are the fees to use the deposits feature?
When using deposits, RegFox will charge $0.99 + 1% per registrant (with a $4.99 cap per registrant) when the initial deposit takes place.
The credit card processor will charge their processing fee each time a transaction takes place. For example, if you use Webconnex Payments, Webconnex Payments charges 2.99% + $0.30 on the deposit payment and any future payments.
Can a registrant pay the deposit by card and the final payment by cash or check?
Can a registrant pay the deposit by card and the final payment by cash or check?
Yes, a registrant can pay their remaining balance if a user on the account records the offline payment before the scheduled final payment date. Click here to learn how account users can apply an offline payment to a registration.
Can I offer payment plans for my registrants?
Can I offer payment plans for my registrants?
We currently offer a deposit feature, which allows registrants to secure their spot with an initial deposit and pay the remaining balance later. Users or registrants can also manually pay towards their balance before their scheduled final payment date. However, unlike a payment plan, this feature does not automatically charge customers in a set number of installments you choose.
We are looking to offer conventional payment plans in the future. For now, we recommend using deposits.