Manage Registrations

Learn how to view, edit, and manage registrations for a community event in PEARS.

After your event is published and participants begin registering, use the Manage Registrations section to view registration details, mark attendance, process payments, and send confirmations.

Who Can Manage Registrations

To protect registrant demographic and contact information, access to the Manage Registrations screens and registrant detail surfaces is restricted to:

• The event's creator

• The event's collaborators (any access level)

• Users with the Event Administrators role

• Users with the Data Managers role

Other users with viewable access to the event (through viewable program areas, units, or users) still see the event itself, including a count of how many registrations it has on the event detail page, but the Manage Registrations button is disabled with an explanatory tooltip and the underlying pages return a permission-denied response.

TIP: This restriction applies only to registration management. Permissions on the event itself -- editing details, sessions, payment settings, and so on -- are unchanged.

Navigate to Registrations

Open an existing community event and click the Registrations tab in the progress panel. The registrations list displays all current registrations with participant names, registration types, payment status, and attendance status.

TIP: Registrants who registered others but are not attending themselves display a Registration Type of "Non-Participant" and a Payment Status of "No Charge." These non-participants are not counted in the registration total shown in the events list or on the Manage Registrations button, so the displayed count reflects actual attendees.

Registrations Against Capacity

A capacity band across the top of the Registrations page shows how full the event is at a glance:

• Capacity · [registration type] — Reads "N of M" for the selected registration type, with a meter showing how full it is. When the event has more than one registration type, use the picker to switch between them. A type with no Registration Cap shows a plain count instead of a ratio.

• All Registrations — The total across every registration type. Shown only when the event has more than one type.

• Incomplete Registrations — How many registrations are still unfinished, with the percentage that are complete.

If a registration type has a waitlist, the number waiting appears beside its figure as a +N pill. See Event Waitlists.

TIP: The same information appears in the Registration By Type column on the Community Events list, so you can scan every event's fill level without opening each one.

View and Edit a Registration

1

Open a Registration

On the Registrations page, click the registration's row -- or the registrant's name -- to open the registration detail view.

2

Review Registration Details

The registration detail view displays all information submitted by the registrant, including:

• Registrant name and contact information

• Registration type selected

• Session selections (if the event has multiple sessions)

• Custom form responses (if a custom registration form was configured)

• Payment status and amount (if the event has fees)

3

Edit Registration Information

Update any registration fields as needed and click Save to apply the changes.

TIP: For paid events, you can now edit registration form responses that do not affect pricing -- such as cabin mate requests, pickup locations, or pre/post-conference selections without a price attached. Questions tied to pricing (sessions, paid add-ons) remain locked so invoice history stays intact; to change those, refund and re-register the participant.

Registration and Payment Tabs

The registration detail view is organized into two tabs:

• Registration Information — The registrant's details, registration type, session selections, and custom form responses.

• Payment Information — Invoice information, Payment History, and Payment Notes. This tab appears for paid events.

Payment History

For paid events, the registration detail view includes a Payment History section that lists every payment activity in chronological order — each charge, refund, and void — with its date, type, amount, and provider reference. This replaces the previous single invoice view; earlier invoices (for example, from a re-checkout) are retained rather than deleted, so a registration's full payment activity is always visible.

Refund or Void a Transaction

From a transaction's actions, you can reverse a payment. PEARS chooses the correct operation automatically and labels the confirmation accordingly:

• Void this transaction? — Shown when the payment has not yet settled.

• Refund this transaction? — Shown when the payment has already settled.

NOTE: Refunds and voids require the Refund permission. If a reversal can't be completed, the error message distinguishes a permission or configuration problem from a payment-gateway failure, and attempting to reverse a transaction that was already processed shows a clear "already processed" message.

Refund a Group Registration

When several people are registered on one invoice, the Refund button on a member's registration is a split button:

• The button itself refunds the whole invoice — every member on it. The confirmation names the amount and says that it covers the whole group.

• Its dropdown offers Refund This Member, which refunds only that person's share and leaves everyone else on the invoice paid.

A member's share is their registration fee plus any sessions or paid add-ons, minus any early-bird discount and their portion of a group or promo discount. The confirmation states the exact amount before anything is sent to the payment processor.

You can refund additional members later, one at a time. The invoice becomes Partially Refunded after the first member refund and Refunded once its balance reaches zero. See Registration and Payment Statuses.

NOTE: Per-member refunds are enabled per organization by PEARS Support rather than from Organization Settings, because each payment provider is verified first. Until yours is enabled, the Refund This Member option does not appear and the Refund button reverses the whole invoice. Contact PEARS Support to request it — see Contact Us.

TIP: A refund amount is always capped at what the invoice still holds. Refunding a member whose share is $0 is not offered at all.

Cancel a Group Member

A single group member can be canceled on their own, leaving the rest of the group registered. Cancel and refund are independent — neither triggers the other.

What happens depends on the payment state:

State	Result
Paid	The member's registration is canceled. A warning notes that the invoice keeps its unrefunded balance — cancelling does not return money. Requires the Refund permission.
Unpaid, free event	The member's registration is canceled.
Unpaid, paid event	The member is canceled and the open invoice is rebuilt, so the group is billed only for who is left.

NOTE: Canceling a paid member requires the Refund permission, not just edit access, because money is still held against the invoice. Canceling an unpaid registration needs only edit access. An already-canceled registration reports "already canceled" regardless of permissions.

TIP: To return the money as well, issue the refund separately — the cancel warning links you to it. Canceling first and refunding second is fine; so is the reverse.

Payment Notes

The Payment Notes panel on the Payment Information tab records the details behind a payment that the transaction record itself doesn't capture — a check number, a deposit location, or a purchase order or grant reference.

Add a Payment Note

1

Open the Payment Information Tab

Open the registration's detail view and click the Payment Information tab.

2

Add the Note

In the Payment Notes panel, add your note. Optionally mark it to appear on the registrant's receipt.

TIP: Notes marked to show on the receipt appear on both the printed receipt and the emailed receipt. Leave the option off for internal-only notes such as audit codes or deposit locations.

NOTE: Anyone who can manage registrations can add a payment note. Editing a note, deleting a note, and changing whether it appears on the receipt are restricted to Event Administrators.

Waitlisted Registrations

When a registration type has a waitlist enabled, waitlisted people appear in this list alongside regular registrations:

• Their Registration Type carries a " (Waitlisted)" suffix.

• Their Status is Waitlisted, and the Status filter includes Waitlisted so you can isolate the waitlist.

• A Waitlisted Date column records when they joined. It is hidden by default -- turn it on from the column configuration.

Opening a waitlisted registration shows a Waitlisted badge and a waitlist history with the date they joined and, once an invite has been sent, when it was sent and when it expires. The Actions menu offers Send Registration Invite to email them an invitation to register, and Register Now to complete the registration on their behalf.

See Event Waitlists for the full workflow.

Edit Registrant Name and Email

For registrations that are not linked to a PEARS user account, you can correct the registrant's first name, last name, or email address directly from the registration detail view -- useful for fixing typos or recording a different email for certification purposes.

TIP: Registrations you add from this page are now linked to the person being registered rather than to your own account. That means Edit Contact Info works on them, the confirmation email goes to the registrant instead of to you, and reporting counts the registrant rather than the staff member who entered the registration.

1

Open the Edit Modal

On the registration detail view, open the Actions menu and click Edit Contact Info. A modal opens with editable First Name, Last Name, and Email fields.

NOTE: Edit Contact Info is hidden for registrations tied to a fully set-up PEARS user account. To change the name or email on those registrations, the account holder must update their own user profile.

2

Update the Fields and Save

Edit the fields as needed and click Save. First name, last name, and email are all required.

NOTE: This update only affects this event registration. It does not change the registrant's PEARS user account, CRM contact, or registrations on other events. Any receipts already linked to this registration are updated with the new name and email.

Mark Attendance

1

Select Registrations

On the Registrations page, check the box next to one or more registrations you want to update.

2

Record Attendance With Edit Field

Open the Edit Field dropdown menu, choose the Has Attended field, and save your change to record that the selected registrants attended the event. The attendance status updates in the registrations list.

TIP: The Edit Field dropdown menu is how attendance is recorded for one registration or for many -- select a single registration to update just that person.

Mark as Paid

Use Mark as Paid to record a payment collected outside PEARS, such as a check or an internal transfer.

1

Open the Registration's Detail View

On the Registrations page, click the registration's row to open its detail view.

2

Click Mark as Paid

Open the Actions menu and click Mark as Paid. A dialog box appears.

3

Complete the Dialog

Select the offline payment method, enter a payment note, and choose whether the note appears on the registrant's receipt. Then save.

NOTE: A payment note is required when marking a registration as paid. It records how the payment was collected so the offline payment can be reconciled later.

TIP: To mark several registrations as paid at once, select them on the Registrations page, then open the Edit Field dropdown menu and choose the Paid At field. The bulk update does not prompt for a payment note.

Send Confirmations

Confirmation messages are sent one registration at a time from the registration's detail view. Bulk sending is not available: there is no bulk Send Confirmation action, and confirmations cannot be sent from the Edit Field dropdown menu.

1

Open a Registration

On the Registrations page, click the row of the registration you want to send a confirmation to.

2

Send the Confirmation Message

Open the Actions menu and choose the confirmation email action for that registration -- see Resend or Follow-up on a Single Registration for the options available. The confirmation message is based on the registration type and the templates configured in the Confirmations section.

NOTE: Confirmation messages are sent to the email address provided during registration. Verify that the email address is correct before sending.

Resend or Follow-up on a Single Registration

Open a registration's detail view to send a follow-up email for that registrant. The available email actions depend on whether the registration is complete:

• Resend Confirmation Email -- Available for complete registrations. Sends the registration confirmation again using the registration type's confirmation message.

• Send Incomplete Email -- Available for incomplete registrations. Opens a dialog where you can write a custom message and click Preview to see exactly what the registrant will receive, including the "Complete Registration" button and fallback link. Send delivers a short reminder with a link the registrant can use to finish signing up.

• Send Registration Invite -- Available for waitlisted registrations. Opens a dialog where you set a Registration link expires at date and time, edit the invitation Message, and click Preview before sending. See Event Waitlists.

TIP: Demographic responses (ethnicity, race, age, gender) are never included in confirmation emails. The recipient sees a "User responses to demographic questions are hidden." message in their place, matching the hidden-data behavior on the Manage Registrations page.

Copy a Registrant's Resume Link

On the registration detail view, click Get link to resume registration or pay to copy a direct link for that registrant. The link sends them to the right place automatically -- resume an incomplete registration, pay an outstanding balance, or view a completed registration -- so you can email it to the registrant without picking which link applies. The same link is included on each parent registration row in the registration export.

Delete a Registration

To remove a registration entirely, open its detail view and click Delete Registration.

NOTE: Delete Registration is only available to Event Administrators (assigned through the PEARS Directory). Most users can only cancel a registration; the Delete option is hidden from them so the registration history is preserved.

Bulk Actions

The Registrations page supports bulk updates for managing multiple registrations at once. Check the boxes next to the registrations you want to update, then choose an action:

• Edit Field -- Open the dropdown menu and choose the field to set on every selected registration:

  • Has Attended -- Record attendance for the selected registrations.

  • Paid At -- Update payment status for the selected registrations. Only shown for paid events.

• Add to CRM -- Add the selected registrants as CRM contacts. If a registrant may already match an existing contact, PEARS asks you to resolve each match before adding. Only shown when your organization uses the CRM.

• Cancel Registrations -- Cancel the selected registrations, with an optional reason and the option to notify registrants by email. Cancellation cannot be undone, and paid registrations that have not been refunded are skipped. Group members can be selected and canceled individually, without touching the rest of their group.

NOTE: If any registration you select administers a group, canceling it cancels every member of that group too. The modal warns you before you confirm, because only the group administrator counts toward the total on the confirm button — the members canceled alongside it are not included in that number.

TIP: Use the Select All checkbox at the top of the list to quickly select all registrations on the current page.

NOTE: Confirmation messages cannot be sent in bulk. Send them one registration at a time from the registration's detail view.