Maintaining an accurate database is the backbone of successful event administration. This guide provides the necessary steps to manage registrant records directly, allowing you to react quickly to attendee requests and administrative changes. By mastering these core functions, you ensure that your reporting, financials, and onsite logistics always reflect the most current state of your audience.
How do I manually add a new registration?
There are times when administrators need to bypass the public site to register attendees directly. This process ensures all required professional and logistical data is captured.
Go to the Registration menu.
Once here, click Functions.
Click Add Registration.
Complete the required fields (marked with a red bullet point), including Classification Type, Registration Type, and Ticket Type.
Enter necessary contact info, job titles, and emergency contact details.
Click Add.
Reviewing the new profile
After saving, use the tabs at the top right of the record to finalize the setup.
Access the Financials tab to manage payments.
Check the Change Log to track future modifications to this specific record.
How do I cancel or substitute a registration?
Plans often change, and the system allows you to either remove a record entirely or swap one attendee for another while maintaining a clear audit trail.
Canceling a record
Search for the registrant using Quick or Advanced Search.
Click the Edit icon next to the registrant’s name.
Select Cancel Registration from the Actions dropdown menu.
Enter a cancellation fee if applicable and choose whether to send an automated cancellation email.
Click Save.
Substituting an attendee
Locate the registration that needs to be replaced.
Click the Edit icon, then select Substitute Registrant from the Actions dropdown menu.
Enter any substitution fees and fill in the new registrant’s personal details.
Click Save. The original registrant’s data is preserved under the Old Profile tab for historical reference.
If a cancellation was made in error or an attendee decides to rejoin the event, you can quickly reactivate their original record.
Restoring the record
Locate the canceled record using the search tool.
Click the Edit icon next to the name.
Select Restore from the Actions dropdown menu.
The system will automatically restore the registration and recalculate any balance due based on original pricing.
Proactive management of registrant records minimizes administrative friction and ensures your event data remains reliable. Whether you are performing a simple manual addition, handling a complex substitution, or restoring a previously canceled seat, these tools provide the control needed to support your attendees' changing needs. Consistent use of these workflows keeps your financial tracking accurate and your communication logs up to date.