How to Create and Manage Event Registrations

Event registrations allow you to manage guest sign-ups for campground activities, track attendance, and process payments for ticketed events. This guide will walk you through creating registrations, managing the checkout process, and handling post-registration tasks like payments and cancellations.

Accessing Event Registrations

Navigation to Registrations

1. Click on the “Events” tab in your main menu
2. Select “Registrations” from the dropdown menu
3. You’ll see the registrations dashboard with all current registrations

Registration Dashboard Overview

The registrations page displays:

• Complete list of all registered guests across all registerable events
• Event details for each registration
• Guest information and contact details
• Payment status and ticket quantities
• Search functionality for finding specific registrations

Search and Filter Options

Search by Event Reference

• Enter event name or reference number
• Automatic refresh as you type
• Quickly locate registrations for specific events

Search by Guest Name

• Enter guest’s first or last name
• Real-time filtering of registration list
• Find all registrations for a particular guest

Creating a New Registration

Step 1: Access Event Registration

Important: Registration creation must start from the Campground Events section, not the Registrations list.

1. Navigate to “Events” → “Campground Events”
2. Find the event you want to create a registration for
3. Click on the specific event (e.g., “Firework Festival”)
4. Look for “Create Registration” button in the top right corner
5. Click “Create Registration” to begin the process

Step 2: Select Ticket Quantity

Ticket Selection Form

• Choose number of tickets needed for the registration
• Enter quantity (e.g., 2 tickets for a family)
• Review ticket pricing displayed in the form
• Consider group size and event capacity limits

Add to Cart

• Click “Add to Cart” to add tickets to the shopping cart
• Quick checkout option: “Checkout Now” button may appear briefly for immediate processing
• Cart system allows adding multiple items (events + bookings) together

Integration with Booking System

Simultaneous Event and Accommodation Booking

• Add both registrations and site bookings to the same cart
• Process everything together for guest convenience
• Useful for guests who need both lodging and event access
• Streamlines payment and guest experience

Processing Registration Checkout

Step 3: Review Cart and Proceed

Cart Review

• Access your cart to see all items
• Verify event registration details: ticket quantity, pricing, event information
• Remove items if needed similar to booking cancellations
• Proceed when ready: Click “Proceed to Checkout”

Step 4: Guest Information Entry

Guest Details Form

• Enter complete guest information:
  • Full name
  • Email address
  • Phone number
  • Any additional required details

Existing Customer Benefits

• Email recognition: Enter existing customer email
• Auto-fill feature: System pre-fills known guest information
• Saves time for repeat customers

Comments and Notes

• Guest comments: Special requests or information
• Internal comments: Staff notes not visible to guests
• Similar to booking system comment functionality

Step 5: Order Review and Confirmation

Skip Add-ons Section

• Add-ons don’t apply to event registrations
• System automatically skips this section for events
• Proceeds directly to payment review

Final Review

• Verify all details before proceeding to payment
• Check ticket quantities and guest information
• Confirm event details and dates

Payment Processing

Step 6: Payment Options

Immediate Payment

• On-the-spot payment: Guest pays during registration process
• Enter payment amount and method
• Payment methods: Cash, credit card, check, etc.
• Click “Save Payment” to process and complete registration

Deferred Payment

• Skip payment option: Use “Skip Payment” button
• Registration created with outstanding balance
• Payment applied later when guest pays
• Useful for phone registrations or payment arrangements

Payment Method Examples

Cash Payment

• Select “Cash” as payment method
• Enter exact amount received
• Process payment immediately

Credit Card Processing

• Enter card details through payment processor
• Automatic authorization and capture
• Immediate payment confirmation

Check or Other Methods

• Record payment method and reference numbers
• Track for deposit and clearing
• Manual verification of payment receipt

Registration Management

Step 7: Registration Details Page

After successful registration creation, you’ll access the registration details page showing:

Event Information

• Event name and details guest is registered for
• Event date, time, and location
• Ticket quantity and pricing breakdown

Guest Information

• Complete contact details
• Registration date and time
• Special requests or comments

Financial Information

• Ticket pricing and total amount
• Payment transactions and history
• Outstanding balances if any

Step 8: Post-Registration Actions

Edit Registration

• Modify ticket quantities if guest needs change number
• Update guest information as needed
• Add additional tickets to existing registration
• Changes reflect immediately in system

Add Guest Information

• Update contact details if initially incomplete
• Add emergency contacts or special requirements
• Include dietary restrictions or accessibility needs for events

Payment Management

• Add payments: Record when guests pay outstanding balances
• Payment history: Track all transactions related to registration
• Multiple payment methods: Accept partial payments over time

Cancellations and Refunds

Step 9: Registration Cancellations

Cancel Registration Process

1. Access registration details for the guest
2. Click “Cancel Registration” option
3. System applies refund rules automatically based on event policies
4. Review refund calculation before confirming

Refund Calculation

• Automatic application of event refund policies
• Shows refund amount based on cancellation timing
• Displays non-refundable portions clearly
• Considers cancellation fees as configured in event settings

Refund Processing

• Record refund transaction in guest’s payment history
• Process refund through original payment method when possible
• Update registration status to cancelled
• Free up event capacity for other potential registrants

Best Practices for Registration Management

Efficient Registration Processing

Streamlined Workflow

• Use existing guest information when available to speed up process
• Batch process registrations for groups when possible
• Combine with booking creation for guests needing both services

Staff Training

• Ensure staff understand the complete registration process
• Practice with test events before busy periods
• Know payment options and refund policies thoroughly

Guest Communication

Clear Information

• Confirm event details with guests during registration
• Explain refund policies upfront to prevent misunderstandings
• Provide event confirmation information clearly

Follow-up Services

• Send confirmation emails for registrations
• Remind guests of event dates and requirements
• Provide event updates or changes promptly

Financial Management

Payment Tracking

• Monitor outstanding balances regularly
• Follow up on unpaid registrations before events
• Reconcile payments with actual event attendance

Refund Management

• Process refunds promptly according to policies
• Document cancellation reasons for future planning
• Track refund patterns to adjust policies if needed

Troubleshooting Common Issues

Registration Creation Problems

Cannot Find Create Registration Button

• Verify you’re in Campground Events section, not Registrations list
• Ensure event has registration enabled
• Check that event is still accepting registrations

Cart Issues

• Refresh browser if cart doesn’t update properly
• Verify ticket availability for the event
• Check for capacity limits that might prevent addition

Payment Processing Issues

Payment Methods Not Working

• Verify payment processor configuration
• Check internet connectivity for card processing
• Offer alternative payment methods as backup

Outstanding Balance Management

• Use “Skip Payment” option for deferred processing
• Set up payment reminders for guests
• Follow up before event dates

Summary

Event registration management provides a comprehensive system for handling guest sign-ups, payments, and event logistics. The integration with the broader booking system allows for seamless guest experiences and efficient staff operations.

Key steps to remember:

1. Start registration creation from Campground Events, not the Registrations list
2. Use the cart system to combine events with bookings if needed
3. Take advantage of existing guest information to speed up the process
4. Choose appropriate payment processing – immediate or deferred based on situation
5. Understand refund policies and communicate them clearly to guests
6. Use registration management tools for editing, payments, and cancellations
7. Monitor registrations regularly to track attendance and outstanding payments

Effective registration management enhances guest satisfaction, ensures proper event planning, and provides clear financial tracking for all event-related activities.