The Guest List is created manually by registering guests through the back-office, or online registrations. Through the Guest List tab, you can add new registrations, add pre-paid registrations, cancel registrations, and resend event confirmation emails.

 

 

The Status column will display one of four options, dependent on actions taken:

• Registered - This status will be displayed when someone registers online, or when a staff member registers for them.
• Invitation Declined - This status will be displayed when an invitee declines the invitation or a staff member declines on their behalf.
• Canceled - This status will be displayed when registration is canceled.
• Incomplete - This status will be displayed if a registrant exits the registration check-out page, without making a payment

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If the registrant has paid, one option is to issue a credit to be used later.

1. For the desired member, click the Account tab.
2. Click the New Credit button.

   

3. Type the credit amount in the Credit Amount field. If there are any outstanding invoices displayed, the credit amount will automatically be applied to an open invoice. If you do not wish to apply the credit to an open invoice, deselect the checkbox next to the open invoice. NOTE: If there are no open invoices, you may simply create the credit, and it will be available for future use
4. Complete the credit information fields if needed. Credit Date defaults to the current date and the Credit Number automatically displays the next available credit number. Optional: Enter a P.O. Number if applicable. Select a Message if desired. Notes: is available for miscellaneous notes displayed on the credit.
   • Note: If Transaction Classes have been created, a Class drop-down selection will appear on the screen. Select the desired Class for this transaction.
5. Select the Assigned Item for this credit. NOTE: The account associated with the fee item will be debited the amount of the credit immediately, not at the time that the credit is used.
6. Click Save Credit.

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IMPORTANT: How you process the refund will depend on the method of payment used, and whether an invoice or a receipt was created.

1. For the desired event, click the Guest List.

   

2. Click on the invoice Reference number.

   

3. Click the Show Balance Summary button.

   

4. In the Balance Summary area click the PAYMENT Ref #.

   

5. Click Refund Payment. Update the amount of the refund if needed.
6. Click Save.

If Sales Receipts were created, the refund process will require a negative sales receipt to be manually created through the Members ➝Account➝ Transaction History➝ New Sales Receipt location.

 

IMPORTANT: If your Credit Card Processor is GrowthZone Pay or Auth.Net CIM Enabled then refund back to the processor via the software. If you are using a different processor, follow the steps provided by that processor to issue the actual refund back to the card. See Managing Refunds for more information.

 

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When canceling events, if a registrant has an unpaid invoice, the best practice is to write off the invoice. In this scenario, the best practice is to write off the invoice. See Process a Write-Off to complete the write-off.