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Transferring Event Registrations Between Events
Transferring Event Registrations Between Events

What to do when you need to move an event attendee registration from one event to another.

Melisa Smith avatar
Written by Melisa Smith
Updated over a week ago

The Scenario

You have a member who signed up for a class being held in February, but can no longer make it. She wants to move her registration to the class being held in March.

The Solution

Choose the best option below based on the following:

  • Option 1 - If the registration was free (no transaction) > cancel and re-register

  • Option 2 - Cancel initial registration and keep the original transaction that appears on the customer's record, but not in the new event's attendee list > re-register

  • Option 3 - Cancel initial registration and remove original transaction > re-register and create new transaction that appears in the new event

Option 1: Cancel and Re-register (No Transaction)

View this scenario the same as you would a regular cancellation. Cancel the first registration and treat the new registration separately.

Steps:

  1. Cancel the first registration by going to the event > finding the attendee > clicking "Cancel" under the Action column (far right).

    1. This will bring up a "Cancel Registration" modal.

    2. Note the cancellation fee will be grayed out and $0 since this was a free transaction.

    3. Click the Save & Close button.

  2. Then, re-register the attendee in the new event.

Option 2: Cancel Initial Registration, But Keep Original Transaction

In this scenario, you will be cancelling the registration in the original event, but keeping the original transaction, and re-registering the attendee for the new event at no additional cost.

Pro: No need to generate a new transaction for the attendee and re-send to them, especially if they have already paid.

Con: You won't see the original transaction's details in the Payment Status column on the new event's attendee list, since it was originally generated on the previous event. Typically this is fine, as the transaction remains accessible as-is on the customer's record. The transaction will also list the previous event's name, unless the transaction details are updated manually (which can be done in QuickBooks Online). Also consider if the new ticket is mapped to a different item in QuickBooks - you may want to run this by your bookkeeper so they can advise you!

Steps:

  1. Cancel the first registration by going to the original event > finding the attendee > clicking "Cancel" under the Action column (far right).

    1. This will bring up a "Cancel Registration" modal.

    2. Enter the full amount of the transaction in the "Cancellation Fee" field. This will ensure that the transaction is not refunded (if the original transaction was a sales receipt) or credited via credit memo (if the original transaction was an invoice).

    3. Click the Save & Close button.

  2. Then, re-register the attendee in the new event. *Be sure to toggle "Charge for Registration" to OFF so a new transaction is not created.

Option 3: Cancel Initial Registration and Credit Original Invoice, Re-Register and Create New Invoice

Pro: The new event will show the new transaction's details in the Payment Status column on its attendee list. This method, while having a few more steps, is often "cleaner" in terms of the transaction history matching the registrations.

Con: If the member has already received the original transaction or already paid, it might be confusing to them to see a new transaction.

Steps:

  1. Cancel the first registration by going to the original event > finding the attendee > clicking "Cancel" under the Action column (far right).

    1. This will bring up a "Cancel Registration" modal.

    2. Do not enter a "Cancellation Fee."

    3. You will see that you are about to create a credit memo for the amount of the original registration.

      1. If the member already paid this invoice, the credit memo will live in that member's transactions, and you can apply it to the new invoice you'll create later in QuickBooks Online.

      2. If the member had not yet paid, the credit memo that's generated will serve as a "write-off" of the original invoice and bring the balance to $0.

    4. Click the Save & Close button.

  2. Then, re-register the attendee in the new event and create their new invoice, as usual.

  3. If the member paid the original invoice, ask your bookkeeper to apply the credit memo to the new open invoice in QuickBooks Online.

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