Event directors can allow participants to change category and/or transfer registration on their event. Change category and registration transfer allow participants to mange their own transfers following the stipulations event directors lay out, resulting in less work for event directors over the long run.
Event directors can easily enable these features when setting up their event, or they can enact it in an existing event. Event directors can also choose to charge a transfer fee if they so wish.
Enable Change Category and/or Transfer Category
- Login to your event director area and open your event.
- Under Event Setup, click General Event Setup.
- Scroll to the Registration Settings bar, and click on it to expand if it is not already expanded.
- In the settings for participants to edit their entries, in the Allow Participants to Edit Entries select either Yes or Edit, except name and optionally set an expiration date, which will apply to all edits.
- Category Changes - To allow participants to change the category for which they are registered, select the Participants can change the category they registered for, provided they pay the difference in price (if applicable) and the category is not closed radio button and fill out the following fields:
- Category Change Surcharge (Optional) - Optionally enter a fee that will apply to folks that change their category.
- Category Change Scope - Determine the categories into which participants can change. Choose between any category in the event, or categories in the same group header.
- Manual Entry Category Change Scope - Same as Category Change Scope, except it applies to manual entries.
- Entry Value When Changing Category - Determines the value when you are changing category:
- Equal to the original transaction entry amount - Example: if the participant is changing to a $50 category and used a coupon to register for $0, they would be charged $50.
- Equal to the current category entry fee - Example: if the participant is changing to a $50 category and used a coupon to register for $0, they would be charged $0.
- Registration Transfer -To allow participants to transfer their event entry to another participant, select Participants can transfer their registration to another participant and fill out the following fields:
- Registration Transfer Surcharge (Optional) - Optionally enter a fee that will apply to folks that transfer their registration.
- Entry Value When Transferred to Someone Else - Determines the value of transferred registration:
- Equal to the current category entry fee - Makes the value of the transfer equal the current category price. This means if your prices have increased, the person accepting the transfer will not need to pay the increased cost.
- Equal to the original transaction entry amount - Makes the value of the transfer equal to what the original person paid. This means that if your price has increased since then, the person registered the person accepting the transfer will need to pay the difference.
- Category Changes During Transfer - Choose whether to allow new participant to change to a different category from the original participant:
- Can't change category during a transfer
- Choose any category in the event during a transfer (assuming field limits allow)
- Choose any category within the same group header during a transfer (assuming field limits allow).
- Scroll to the bottom of the page and click Save Event Details.
FAQ: Category Change and Registration Transfer
What is a transfer surcharge?
You can choose to charge participants an additional fee if they want to change categories or transfer their registration. This can serve to encourage participants to only change categories/transfer their registration if they are serious about the decision. It also results in additional funds collected by the event director to account for anything extra they may need to do in their event to accommodate the change.
Who pays the transfer surcharge?
In the case of a category transfer, the participant must pay the surcharge. In the case of a registration transfer, the participant receiving the transfer will be billed for the surcharge when they checkout to transfer into the category.
If my event is closed, can participants still transfer?
No, if your event is closed participants can no longer transfer their category.
If a category is full, will participants still be able to transfer into it?
No, a filled category will not take any more participants, including transfers.
If a participant transfers out of a full category, what happens?
The category will not automatically re-open. You can manually re-open it by going into the Categories section, selecting to edit the category, and then un-checking the box with the text: ‘Close Category,’ next to it. This will open up a closed category for more registrants.
Can participants move into a less expensive category?
Yes, but they will not be refunded for the difference in price.
Can participants move into a more expensive category?
Yes, they will be charged the difference and be prompted to checkout again.
Will I be notified when someone transfers?
Yes, an email will be sent to you whenever one of your participants makes a transfer.
Can participants update contact information or custom question answers during this process?
Yes, participants will be able to change their contact information if they wish, as well as change their custom question answers. If your custom question includes a fee and the participant opts to change it, they will still be charged the difference in price, but they will not be refunded if they opt out of a custom question option that they have paid for. However, the amount paid in their original registration (entry fee + custom question cost) all counts as credit toward any entry that may cost the same or more.
Can participants transfer into a restricted category?
As with any online registration in a category with age, gender, or ability restrictions, if the participant does not meet the restrictions, they will see a warning message explaining the restrictions. They can bypass these restrictions by entering an explanation, but you will be emailed if they choose to do this.
Can a participant transfer into a category that requires a USA Cycling license if they do not have one?
No. If a USAC license is required, and a one-day option is not available, the participant will not be able to transfer.
How does the invite process work for participants to transfer their registration to someone else?
If a participant wants to transfer their registration to a different participant, they can choose to do so if the event director has enabled this feature. Participant clicks Edit under their entry and selects Transfer Registration where they will be prompted to enter the email address of the person receiving the transfer. They can then click the button again to confirm their decision.
Once the email has been sent, the person receiving the transfer must go through the checkout process to receive the transferred registration. They must complete this process regardless of whether the transfer includes a surcharge or not. Once the transfer is successful, the original participant will receive a confirmation email.