Cancelling Activity Registrations on ActivityReg®

 

 

As of September 1, 2020, functionality has been added to allow patrons to cancel registrations on ActivityReg. Sportsman will now allow patrons to using the login feature on ActivityReg to cancel registrations. 

 

To enable this functionality you must:

1.   Edit the Activity definition and mark it as cancelable

2.   Allow a minute or two for your new settings to propagate to ActivityReg.

3.   If you locally host your data, restart Portal.  No action is necessary for Cloud customers

 

Important facts and limitations:

·    Programs must be enabled individually for the “cancel registration” functionality. By default all programs remain NOT cancelable.

·    The cancel privilege is set at the program, not the class level.

·    If you use specific class settings, the eligibility for the program to be cancelled is still set at the program level.

·    Once a program or class has passed its 1^st class date, it is no longer cancellable from ActivityReg.

·    You can apply cancellation fees automatically but any difference is posted as a credit to a customer’s account.

·    If there is no cancellation fee all the paid amounts are credited to the customer’s account.

·    If the amount of a cancellation fee exceeds the amount paid, no cancellation fee is charged.

·    Consistent with the application, additional fees linked to the activity through questions are not automatically removed.

·    A customer will receive an email confirmation of the cancellation and the transaction generates a receipt just like it does within the application.

·    Each cancellation is a stand-alone transaction. If a patron deletes two registrations, they will receive 2 receipts.

·    A Patron must be logged in to the ActivityReg website to cancel a registration.

·    If the registration is a time slot with multiple admittances, it can only be deleted as a whole. For example, you cannot change a quantity of 4 to 3. You must delete the original registration and make a new one for 3.

 

This Document will cover:

 

ü Marking an Activity as Cancelable

ü Cancelling A Registration on ActivityReg – The Patron Experience

 

 

Marking an Activity as Cancelable

 

To begin, navigate to Define > Activities for Registration and select your program or choose and activity to Edit from the hierarchy tree.  Edit the program and then select the Internet tab.

 

 

On the Internet tab you can configure the following in the Delete Registrations panel:

 

Allow Customer To Delete Registration: Enables the cancellation functionality for this program.

 

Disallow Delete xx Hrs Before 1^st Session:    By default a class cannot be cancelled once the 1^st day has passed.  This option allows you to add additional time to that restriction.  Example: if you need 1 day’s notice, put 24 in the box.

 

Charge A Cancellation Fee: Allows you to charge a cancellation fee of the amount specified.  If the patron has not paid at least as much as the cancellation fee, no fee is charged.

 

Be sure to click [OK] and save the settings to update ActivityReg.

 

Note: the ability to enable cancellation functionality is only configurable from the program or parent level.  All classes or time slots will inherit the behavior of the parent.

 

 

Cancelling A Registration in ActivityReg – The Patron Experience

 

Patrons can cancel a registration from the account screen of your ActivityReg site.  You must have Patron Login feature enabled.

 

 

Patrons then navigate to their account screen and select the Registered Activities tab .  Below the [Make A Payment] button is a user hint how to cancel the registration. 

 

Your patron must select the registration from the list and then click the [View Details] button to access the cancellation options.  Users may also double click on the selected registration in the list.

 

 

From the Registration Information screen, a patron simply selects the [Cancel Registration] button to remove the registration. They will get a confirmation screen and if they confirm, the registration will be removed.  If the activity is not cancelable, a message will replace the cancel button indicating the activity is not eligible to be cancelled.

 

 

If a cancellation fee is to be charged, it will be indicated in the confirmation screen.

 

 

Upon cancelling the registration, the patron will receive an immediate confirmation on the website followed by an email receipt.  The patron will have credit on their account to use for future programs. 

 

NOTE: We suggest you provide notification on your ActivityReg page or elsewhere to inform your patrons of your cancellation policies and that cancellations on ActivityReg will only result in credit to their account.  Perhaps you will only allow this type of credit, or you may decide that Patrons can call the office for refund to their credit card.

 

 

 

SM:DMA:Aug20