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Screen Registrations Prior To Accepting Payments
Screen Registrations Prior To Accepting Payments

Applications | Pre-Registrations | COVID-19 Regulations

Katie Runyan avatar
Written by Katie Runyan
Updated over a week ago

Are unsure if your event is going to happen due to Covid-19 or any other unpredictable scenarios? You don't have to charge people right away but still have them register. Also, save yourself the time and effort of refunding everyone.

When you use this Pre-Registration feature, your registrants can submit all the information needed without paying at the time of purchase.

The registration will be put in a pending state. The registrant's card will be charged when you decide to approve (complete) the order on a date of your choosing.

Feature Pricing: $0.99/pre-registration
You will be asked to put a credit/debit card on file (if you haven't already). The card will be charged monthly for the number of registrants who pre-register during that timeframe.

This article covers:

  • Setup

  • Reporting

  • Managing Declines


Setup

Enable Pre Registration on the page

In the top navigation bar click on Settings and Pre-Registration from the dropdown menu. Then click on the button to switch it from No to Yes.

Edit the Payment Method field by selecting the pencil icon.

In the top navigation bar click on Page Builder and head to the billing section at the bottom of the page.

Toggle Pre Registration 'On' and Toggle Credit Card 'Off'.

This toggle switching allows all registrants to register and provide payment information without being charged anything at this time of purchase. Our system will preauthorize the card information to ensure its validity.

Optional 1: You can customize the label for the Pre Registration to fit the theme of your event.

Optional 2: Display custom instructions for Pre Registration provide your customers with more additional clarity if needed.

To customize the accompanying instructions, go to the top navigation bar select Settings and PreRegistration from the dropdown menu. This is the same place you enabled the Pre Registration feature.

The instructions will display at the end of the billing section of the page as well as at the top of the confirmation page.

Here:

Confirmation page & Email:


Reporting

Once the registration is submitted it can be viewed under the Registrants Tab located in the main page navigation bar. The registration is in a pre-registered status until completed by you.

Note: Pre-registered orders do not count towards the event's revenue until approved by clicking the Complete Button for the registration. They also cannot be checked in with the Check-In App until they have completed status.

The registration will be given a Pre Registered status in your reporting.

Under the Pre-Registration Tab, you can complete individual orders by selecting the Complete button.

This will charge the card on file and update the status of the order to Completed.

Or select multiple orders to charge at once by checking the orders and selecting Complete Selected.

Completing the order will send the registrant an updated confirmation email to notify them of the charge.


My Pages Display

When using the in-line display on RegFox My Pages here is how to read the total sales and registrant breakdown.

Total Sales: Completed Gross Sales / Pre-registrations pending revenue.
Registrants: Completed Registrants / Number of registrants in a Pre-registrations pending status.
- When a pre-registration is completed the value will transfer to the left side of the slash/

When using the block display on RegFox My Pages here is how to read the total sales and registrant breakdown.

- The large dollar amount is the Completed Gross Sales.

- The blue hyperlinked registrants number is Completed Registrants.

- Pre-Registrations: Number of Pre-registrations pending revenue / Number of registrants in a Pre-registrations pending status.


Managing Declines

If the order declines for any reason (most often the cause will be billing information that has expired or changed after submitting the order), the registrant will be sent an email to update their card information.

Update card on file from the admin side.
From the Pre Registration reporting page, you will have the option to update the card. This gives the registrant the option to call in the updated information instead.


Best Practice

  1. Using Pre-Registration with our Deposit Feature should be avoided. The Deposit feature will charge the remaining balance on the date that is set for it to be due. To avoid this, do not use a Deposit and the Pre-Registration feature.

  2. Waitlist should NOT be used while Pre Registration is active. Only after you have completed the pre-registration process, turned Off pre-registration, and switched to taking live credit card payments, should you then turn On the waitlist feature. Chat with the RegFox team if you have questions about this scenario.


FAQ's

Is this compatible with International currencies?

This feature is currently not available for pages processing in CAD, GBP, or Euros.

Does this feature deduct inventory from fields with them?

Yes, if your registration options or merchandise have limited inventory a pre-registration order will deduct from that inventory number.

Example: Your event is selling 25 VIP spots and accepting Pre Registrations only. The first 25 people to sign up for this VIP option will be pre-registered for it. No one else can pre-register for it.

How to cancel a Pre Registration order?

Canceling registrations will also make room in your limited inventory as well. To cancel an order head to the Registrations tab in your main RegFox screen. View more details of the specific order and click the Cancel button at the top of the screen.

Read in more detail how to cancel a registration.

Canceling an order in the registration information page.

Can a Registration be edited that is in Pre Registration status?

Yes, registrations can be edited in a Pre Registration status. Edit just as you would a regular order. An edit will update the pending registration but it will not charge the card.

Membership Manager, is this compatible with Pre Registration?


This feature is incompatible with the Membership Manager. Memberships cannot be purchased on a Pre-Registration page.

Waitlist, is this compatible with Pre Registration?

Waitlist should NOT be used while Pre Registration is active. Only after you have completed the pre-registration process, turned Off pre-registration, and switched to taking live credit card payments, should you then turn On the waitlist feature. Chat with the RegFox team if you have questions about this scenario.

Switching back to live sales once the event is taking place, what to do?

Congrats! Your event is moving forward. What to do next?
1. Accept your pre-registration orders.

2. Turn off the Pre Registration feature under page Settings > Pre Registration > Toggle Off.

3. Edit the billing settings > payment method > toggle on Allow Credit Card

4. Save and Publish.

5. Moving forward registration sales will be charged at the time of purchase.

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