Cancellations

^{Last edited 4/27/2022}
This section covers how to process cancellations for event registrations, facility reservations, and form entries. The exact steps will vary by council due to policies and settings.

Event Postponements

Change the dates on the event and, if applicable, the name. All currently registered participants will still be registered. Cancel those participants that cannot attend the new date, and issue refunds or leave credit on file for future purchases.

Event Cancellations

Quick Method for Unapplying Payments for Refunds - to unapply all payments quickly to issue refunds, open each registration in the group, enter the amount to be refunded or transferred as a negative amount in the payment field, add it to the cart, and check out. This will move the payment amount as credit on file which can be used toward future purchases, refunds, or convenience fees.

Detailed Instructions

Learn how to apply a Convenience Fee or issue a Refund.

Numbers Registration - to cancel a spot, go to the group's account, open the registration, and click Manage or Manage Spots to launch the Numbers Wizard. Reduce spots. Advance to the Confirmation Step and choose how to handle the money:

• Confirmation Step
  • Add credit to the user's account
  • Apply the credit to the balance
  • Other Amount - Use this to issue a Refund.
• Convenience Fee - If not issuing a full refund, use a Product to record a convenience fee and reduce the refund amount.

Names Registration - to cancel a named participant, go to the registration and click on the participant's name. Click Manage Registration and then Cancel Registration. Confirm the cancellation and choose how to handle the money:

• Confirmation Step
  • Add credit to the user's account
  • Apply the credit to the balance
  • Other Amount - Use this to issue a Refund.
• Convenience Fee - If not issuing a full refund, use a Product to record a convenience fee and reduce the refund amount.

Numbers and Names Registration - to cancel a registrant from a Summer Camp Style event, first delete the name and then the spot.

1. Go to the user's account, edit the registration, and click on the participant's name. Click Manage Registration and then Cancel Registration. Confirm the cancellation and choose how to handle any class fees, then checkout.
2. Return to the registration and click Manage or Manage Spots to launch the Numbers Wizard. Reduce spots. Advance to the Confirmation Step and choose how to handle the money:
   • Confirmation Step
     • Add credit to the user's account
     • Apply the credit to the balance
     • Other Amount - Use this to issue a Refund.
   • Convenience Fee - If not issuing a full refund, use a Product to record a convenience fee and reduce the refund amount.

Facility Cancellations

To cancel a reservation, go to the user's account and load their Trip. On the Trip Summary page near the bottom is a list of the reservations set up for this trip. Click on a reservation, click Manage and then Edit to change details or Cancel to remove the reservation. Complete the reservation wizard and apply the credit to the balance or add credit to the user's account. Apply a Convenience Fee or issue a Refund.

To cancel a trip, first cancel all reservations and checkout, then click Manage for the trip and delete trip at the bottom. 

Form Cancellations

When a user cancels a form registration or purchase, the cancellation is processed in the Form Builder software, not the Tentaroo system. In the Form Manager screen, find your form and click on Entries. Find the user's entry and click on it to bring up details. Near the bottom, for Payment Status, use the dropdown to select "Cancelled" and save. Issue any refund through your normal refund processes. 

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