Modifying Event Registrants

Changing registration types

Changing registration types is best done after the registration has been approved when the amount is higher than that originally authorized. This is because when an event registration is received, there is an Approval for X amount to be charged through PayPal and the transaction cannot be processed if it is higher than the amount originally authorized. Below are the steps to be taken when the registrant type (and consequently the amount to be charged) needs to be changed.

To a higher amount to be charged

Click on Events from the left menu
Click on Approvals from the left menu
Choose the criteria to find the individual whose record you would like to change
If this is a pending approval:
1. You must first approve the transaction as it was originally authorized, at the amount originally authorized.
2. Check the checkbox for “Approve” then click Save
3. Now you are returned to the Approval Search results screen
4. Proceed with the steps below
If this is an approved approval (skip item iv. Above):
1. Click on the name of the registrant to edit their approval record
2. Click on Edit Attendee in the “Attendee Information” section of the approval record
3. Select the new Attendee Type from the drop list (the page will refresh with the Fee options)
4. Select the new Fee from the drop list
5. Save this screen
6. You are now returned to the approval screen. The Billed column is now updated to a higher amount, while the Paid column remains at the amount originally charged
Now we need to “Add Payment” as there is a Balance Due
1. Click on Add Payment from the Attendee Information Heading Bar (on the right corner)
2. Select the Attendee or Guest you are adding a payment to
3. Enter the amount this Attendee or Guest is paying into the Amount Paid box
  1. Note: You will only need to enter an amount into the Amount Billed box when you are adding more charges other than the event fee or functions. The Amount Billed box will add whatever number entered here on top of what is already owed. This functionality can be used if you need to charge an additional fee that was not an event registration fee or a function such as a late fee.
4. Select any functions you are adding. If you add a function be sure that the amount entered into the Amount Paid box is the Balance Due (the original amount owed) plus any additional fees for the added function.
5. If you are not adding any functions, then simply add the payment information, enter any comments, and save.
6. There will be a pop up warning that you are about to send an invoice to the participant. Clicking OK will proceed with this payment and send an updated invoice to the participant. Clicking Cancel will proceed with this payment and not send an updated invoice to the participant.
7. You are now returned to the Approval Screen where the Balance Due is now zero.

To a lower amount to be charged

NOTE: Currently when performing a refund, xCatalyst deducts the amount to be refunded from both the Billed column and the Paid column which still leaves an overdue amount and the Billed column is no longer accurate. ESX is creating a new function where there will be a checkbox on the Refund screen that offers you the ability to indicate if you would like the amount to be refunded/ deducted from both the Billed column and the Paid column, or only the Paid column. This will make it so that the Billed column, the amount that the registrant is charged, will remain the same as the Paid column decreases, thus showing a zero balance. Until this functionality has been deployed, ESX recommends refraining from refunding partial payments. Refunding full payments will not be affected as this is functioning properly.

If this is a pending approval:
1. Click on the name of the registrant to edit their approval record
2. Click on Edit Attendee in the “Attendee Information” section of the approval record
3. Select the new Attendee Type from the drop list (the page will refresh with the Fee options)
4. Select the new Fee from the drop list
5. Save this screen
6. You are now returned to the approval screen. The Billed column is now updated to a lower amount, while the Paid column remains at the amount originally charged
7. You may now approve this transaction and skip the below steps.
If this is an approved approval (skip item iv. Above):
1. Click on the name of the registrant to edit their approval record
2. Click on Edit Attendee in the “Attendee Information” section of the approval record
3. Select the new Attendee Type from the drop list (the page will refresh with the Fee options)
4. Select the new Fee from the drop list
5. Save this screen
6. You are now returned to the approval screen. The Billed column is now updated to a lower amount, while the Paid column remains at the amount originally charged
7. Now we need to perform a refund as the Balance Due is negative
  1. Click on Refund w/o Cancel to refund the over payment and not cancel this registration
  2. Check the checkbox labeled “Refund” and enter the amount to be refunded into the box labeled “Refund Amount”
  3. Enter any comments
  4. Check the checkbox for “Send Email Notification” to send an updated invoice to the participant. Do not check the checkbox if you do not wish to send an updated invoice to the participant.
  5. Click Refund
  6. There will be a pop up warning that you are about to send an invoice to the participant. Clicking OK will proceed with this payment and send an updated invoice to the participant. Clicking Cancel will proceed with this payment and not send an updated invoice to the participant.
  7. You are now returned to the Approval Screen where the Billed column and the Paid column have decreased by the amount you refunded.

Refunds

See item b. iii. And the note above.

Adding/Removing Event Functions

Adding a Function

This should only be done to an approved registration as adding a function will increase the Amount Billed and therefore it will not be compatible with the PayPal authorized amount and the payment will not process correctly. To begin:

Click on Events from the left menu
Click on Approvals from the left menu
Choose the criteria to find the individual whose record you would like to change
Click on Edit Attendee from the Attendee Information section of the Approval Screen
Click the link to View in the top right corner of this screen
Scroll down to the bottom of this screen to the section labeled Attendee Functions and click Add in the right corner of the heading bar
Select the function you would like to add and Save
You will be returned to the “View Attendee” screen so that you may add additional functions or edit the Attendee record.
To return to the approval screen, click on Edit in the top right corner of this screen – make changes only if necessary – then click save. You are now returned to the Approval screen where the additional function has been added and the Amount Billed has been updated to reflect the additional function
Now we need to “Add Payment” as there is a Balance Due
1. Click on Add Payment from the Attendee Information Heading Bar (on the right corner)
2. Select the Attendee or Guest you are adding a payment to
3. Enter the amount this Attendee or Guest is paying into the Amount Paid box
  1. Note: You only ever need to enter an amount into the Amount Billed box when you are adding more charges other than the event fee or functions. The Amount Billed box will add whatever number entered here on top of what is already owed
4. Select any functions you are adding. In this example, we are only adding a payment for the Balance Due and not adding an additional function. However you could also add a function at this time, just be sure that the amount entered into the Amount Paid box is the Balance Due plus any additional functions added
5. If you are not adding any additional functions, then simply add the payment information, enter any comments, and save.
6. There will be a pop up warning that you are about to send an invoice to the participant. Clicking OK will proceed with this payment and send an updated invoice to the participant. Clicking Cancel will proceed with this payment and not send an updated invoice to the participant.
7. You are now returned to the Approval Screen where the Balance Due is now zero.

Alternate Method of Adding a Function

While on the Approval Screen for an approved registrant, click on Add Payment in the right corner of the Additional Information section
Select the Attendee or Guest. The page will refresh with available function choices.
Select the functions you wish to add to this registrant and enter the total amount for the added functions into the Amount Paid box
Select the payment method
Enter any comments
Save this screen
There will be a pop up warning that you are about to send an invoice to the participant. Clicking OK will proceed with this payment and send an updated invoice to the participant. Clicking Cancel will proceed with this payment and not send an updated invoice to the participant.
You are now returned to the Approval Screen for this registrant where the Amount Billed and the Amount paid have been updated to reflect the added function

Removing a Function

This can be done to a Pending registration as the Amount Billed will be lower than the PayPal authorized amount – however it is a much safer bet to approve the registration first so that the primary transaction is not tainted.

Click on Events from the left menu
Click on Approvals from the left menu
Choose the criteria to find the individual whose record you would like to change
Click on Edit Attendee from the Attendee Information section of the Approval Screen
Click on Cancel and Refund from the right corner of the heading bar in the Additional Information section of the Approval screen
There will be a popup window warning says cancelling the registration payment will remove all persons from attendance. We are only going to cancel a function and not the main registration, so we click OK to proceed and the entire registration will not be cancelled.
On the next screen, check the checkbox for the item you wish to cancel and refund. Do not check the checkbox next to the main registration as this will cancel this person completely. Instead, only select the checkbox for the function(s) you wish to cancel and refund and then enter the amount to be refunded into the Refund Amount box.
Enter any comments
Check the checkbox for “Send Email Notification” to send an updated invoice to the participant. Do not check the checkbox if you do not wish to send an updated invoice to the participant.
Click Refund and Cancel
- There will be a pop up warning that you are about to send an invoice to the participant. Clicking OK will proceed with this payment and send an updated invoice to the participant. Clicking Cancel will proceed with this payment and not send an updated invoice to the participant.
You are now returned to the Approval Screen where the Billed column and the Paid column have decreased by the amount you refunded.

Adding/Removing Guests

Add a guest to an already approved registration only. This is because adding a guest will increase the amount to be charged from the original PayPal authorized amount and make the transaction process incorrectly.

Click on Events from the left menu
Click on Approvals from the left menu
Choose the criteria to find the individual whose record you would like to change
Click on Edit Attendee from the Attendee Information section of the Approval Screen
Select the Host registrant from the drop list (main registrant)
Select the amount to be charged for the guest
Enter the Guest First Name
Enter the Guest Last Name
Enter the Organization
Enter the Guest Badge Name
Save this screen
You are now returned to the Approval Screen where the Amount Billed is now higher than the Amount Paid and there is a Balance Due
Now we need to “Add Payment” as there is a Balance Due