How do I manage group registrants?
The Manage Groups tool allows you to do the following:
- Change the group leader
- Add and remove group members to/from the group
- Receive a payment for the group
- Process a payment (other than credit card)
- View each group member's registration record
Does your Admin Dashboard have Menus or Buttons?
rsvpBOOK has 2 versions of the Admin Dashboard. Which one do you have?
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If Menus, your Manage Groups tool is located here ...
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If Buttons, your Manage Groups tool is located here ...
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The Manage Group Registrations window opens ...
For each Group, you can see the Group Code, Group Size and Balance Due (for the group)
The Action column allows you to:
- Manage Members (add and remove group members)
- Group Leader Payment (Credit Card only)
- Process Payments (other than credit card)
The next steps go into detail for each button.
1. Manage Members window
On this screen, you can view Group Leader information: name registration date and the group balance due.
In the Action column, you can:
- Remove - registrant entered by accident or is not attending - the removed person is placed in the Individual Registrant category, they are NOT deleted - all group discount amounts are recalculated if this removal changes the discount due to the discount rules
- Make Group Leader - sometimes a registrant will want to change the Group Leader to someone else
- View Record - this displays the registrant's record in the master database: the Registrant List
- Add an Individual to this group - sometimes a group member will accidentally register as an individual and must be moved into the group
- Change the group size of this group only
Note that the current Group Leader cannot be removed from the Group - If you need to do this, make someone else the Group Leader and then remove the old Group Leader.
If you remove a group member from the group, they go into the Individual category. This is how you move people from one group to another - remove person 1 from group A, go to group B's Manage screen and add person 1 to group B.
2. Process a Payment
Use this screen to make an entire or partial payment for the group. While the Group Leader can do this task from his/her dashboard, you also have access to the same screen here.
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3a. Record a payment
This screen is used to record a payment OTHER THAN CREDIT CARD. You will select the Method of Payment from a dropdown menu. The Methods of Payment that you defined in the Sales Wizard will be selectable.
The rest of the fields on this screen are self explanatory. BEST PRACTICE: Use plenty of text in the Admin Notes field... this is your audit trail.
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