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Attendee / Registration

Each participant in your database can have one or more registrations. Attendees are the basis of Assignments and collect information unique to each event. All event-specific reports rely on the Attendee record.

The following screencast is a 5 minute walk-through of the registration record and how to make changes:

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Features

  • Attendee status is displayed at the top left with a graphical icon. This indicates confirmed, new, canceled, declined, deleted, etc.
  • Assignments combine attendee with vehicle, class, number and other details to form the entries for your event. While technically optional, most attendees have one or more.
  • Event questions collect per-event answers to data we don't collect by default and display at the top right.
  • General registration displays member number and expiration date plus editable per-event fields.
  • Packages and Payments show the Packages selected by the attendee as well as the payment history, payment methods and any accounts stored on file as part of deferred payment processing.
  • Previous experience lists the verifiable registration history among all organizations using MotorsportReg.com. Details are restricted to those events belonging to your organization.

Usage

  1. Editing registration data
    1. Attendee vs. member profile
    2. Admin overrides all
  2. Assigments / Co-Drivers
  3. Instructing flag
  4. Public vs. Private notes
  5. Processing payments
  6. Calculating "Paid" Status

Editing Registration Data

Most of the data on the attendee screen may be edited in place. Clicking the "edit" link will convert the data into a series of form fields that allows for instant editing.

This includes the status icon at the top left of the screen. The exception to this rule are the payment methods links. These pop up new windows for recording or processing payments (see below).

Attendee vs. Member Profile

It's important to recognize the difference between a registration and a member profile. Each member profile can have one or more registrations and the information is only collected once. Registrations instead collect information uniquely for each event and can be changed without impacting prior registrations.

Admin Overrides All

The form builder allows you to create registration forms with rules and constraints for your members. These rules and requirements don't apply to organizers who can make any changes at any time, even after the event takes place.

Co-Drivers / Teams

Premium plan customers can allow participants to share vehicles or form teams. Using a Co-Driver Picker on the registration form or manually teaming people up from the registration screen will populate the Co-Drivers field in our assignment Reports.

In each team, there is one primary attendee and one or more secondary attendees. There is only one Assignment per team regardless of the number of people involved. Generally the primary attendee might be the vehicle owner, the more experienced participant or the person doing the driving/riding. Manually, you can edit co-drivers for an assignment:

The secondary participant will show the shared assignment on their registration and link back to the primary participant in case changes are required:

Our Reports have a comma-delimited field called "Co-Drivers" that can be included in any Attendees+Assignments report.

Instructing Flag

By default, each organization has two member types available to categorize your participants: driver/attendee and instructor/staff. Premium plan customers have up to 32 customizable types. On the registration screen, these flags are per-event. Changes made here only affect the registration and do NOT update the member profile.

Setting this value means the participant will only appear in reports that include "All Attendees" or "Instructors Only" in the filter, group and sort step. The same premise applies for any custom member types.

Public vs. Private Notes

Two general-purpose notes fields are provided for each registration respectively titled Public and Private notes. There is no technical difference between the fields as both may be included in your reports. Our suggestion is to record notes that may want to take with you to an event in the form of reports or spreadsheets in the public notes field while reserving notes that are less suitable for public disclosure to the private notes field.

Private notes field will be automatically populated with cancellation timestamps if an attendee self-cancels. They will also receive an "Updated" timestamp if post-registration editing is enabled.

Processing Payments

Registrations paid in full will display the total due in green while those registrations with a balance due will be displayed in bright red. Premium and White Label plan customers can process online payments while Standard plan customers can record offline payments only.

In all cases, if you accept offline payments, we strongly recommend recording them in MotorsportReg.com in order to keep your books accurate and complete.

Offline Payments, Credits, Discounts

In addition to check and cash, organizers can also directly apply a credit or discount to a registration as a payment. This is separate from our built-in discount codes and credit support in that it applies only to the current registration.

Online Payments

Premium and White Label plans have online payment processing at their disposal which includes Visa, MasterCard, Discover and e-check processing. American Express is available as an option.

Premium and White Label plan customers may have accounts on file from previous registrations that may be used to pay for an event with permission of the attendee.

Deferred Payments

Processing a deferred payment is a two-step process:

  1. Enter the account information and validate it. Successful validation will store the card in our PCI DSS-compliant secure vault and place it on file for this registration.
  2. If you want to charge the card immediately, click "Charge account now" on the attendee screen.

Future Credit

Unlike recording a credit for this registration, the future credits link enters a credit to be used for a future registration for this member. Credits are visible on the member profile and may be redeemed by the member or an organizer for a valid future registration.

Refunds

Clicking the red "Refund" button next to any existing online payment allows you to refund money back to the original account and eliminates manually refunding money with checks. There are no refund fees but we do not return the original transaction fee so you should account for this in your cancellation policy.

For more information, please see Refunds.

Calculating "Paid" Status

See Paid Flag.

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