Substituting Registrations

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Somebody taking a registrant's spot at your event? Don't make that change the hard way. Simply transfer their agenda, items, and payments into their replacement or have your registrants do the work for you.
 
NOTE: Your registrant's guests cannot be substituted. Modify their information instead.
 
Substituting Your Registrants' Registrations
 

1 Access the Invitee Information page. Begin by selecting your event. Hover over Invitee Management and, under Manage, select Invitees & Registrants.

Search for the registrant that will no longer be attending and click their name.

2 Verify the registrant can be replaced. Note the Invitee Status. If this is anything other than Accepted, they cannot be replaced.

 
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3 Change the substitute's invitee status, if necessary. The substitute cannot already have registered, even if they cancelled. Their Invitee Status must be No Response or Visited.
 
If the substitute initially declined the invitation, search for them, click their name, then hover over Update Status and click Move to No Response.

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Doing this will delete any survey answers, but will change their Invitee Status to No Response.

4 Substitute the registration. Hover over Registration and click Substitute Registrant.


Enter the first and last name of the substitute, then click Submit.

Click Select under the first header to add a new record to your Address Book or click Select beneath the second header to use a contact that's already in there.
 

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After selecting, click Confirm.
 
NOTE: Need a list of the new replacements? Go to Reporting > Reports > Reports and click Registrant Substitutions.

Allowing Registrants to Substitute their Registration in Flex Events


1 Access the Confirmation page. Begin by selecting your Flex event. Hover over Website & Registration and, under Registration, click Registration Process. If necessary, select a registration path from the dropdown. In the Post-Registration section, click Customize to the right of Confirmation.

2 Add the widget to the canvas. To the right of the canvas, click Build. In the Registration Actions section, drag and drop Transfer Registration onto the canvas.

 
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Additional settings will appear to the right. Change the button text, if desired, then add a cutoff date of when you want to allow transfers until.

Once you're done, click Save to preserve your changes and continue working or Publish to make these changes available to invitees.



Allowing Registrants to Substitute their Registration in Classic Events

1 Access the Registration Settings page. Begin by selecting your Classic event. Hover over Website & Registration and, under Registration, click Registration Settings. If you have multiple registration paths enabled, click the name of the path.

2 Turn on substitution. Click Edit. Scroll down to the Basic Features section and ensure Enable is selected next to "Substitute Registration." Don't want your invitees changing their registration after a certain date? Enter a deadline for subbing.
 
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Click Save.

3 Direct them to the right place, if necessary.
Registrants will need to click the Already Registered? link on your website's Summary page, enter their email and confirmation number, then click Substitute Registration on the Confirmation page.
 
NOTE: A registrant cannot substitute their place if a travel request has been submitted or if the event is private and the new registrant is not on the invitation list. 

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Only the substitute’s first name, last name, and email address will be collected. If you need them to fill out additional fields and questions, they’ll need to modify the registration afterwards.
 

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