Topic:

One of my attendees registered for the wrong event. How do I transfer his/her registrant from one event to another?

Solution:

As the event administrator, you have the ability to move an attendee's registrant from one event to another in the same account. This functionality is accessed from the registrant's Attendee Record. More about Attendee Records...

Transferring a registrant is done via a transfer wizard, Among other things, the transfer wizard will:

• Allow you to confirm that the correct attendee record has been selected for transfer,
• Enable you to select the information to transfer,
• Automatically compare items in the two events that may cause problems with the transfer, such as different Registrant Types, Custom Fields, Lodging & Travel, Merchandise, and other information, and let you know which items will be transferred, and
• Prompt you regarding how to handle any outstanding balance or refund due to the attendee as the result of the transfer.

To transfer an attendee from one event to another:

1. Locate and edit the attendee record to open the Attendee Info window for the registrant that you wish to transfer.
2. Click the More link from the green tool bar at the top of the window.
3. Click Transfer. The Registration Transfer Wizard displays in a new window.
   
   
   • This option is not available for non-primary group members or cancelled registrants.
4. On the first page of the wizard, called Select Event, you will need to confirm the registrant and select the event that you want to transfer this person to. Make the following entries:

• Verify Registrant – Review the registrant information.
• Event – Select the target registration form where you wish to move this registration.
  • The only forms listed are the ones that you (the event administrator) have permission to see and that match the original registration form type (i.e. Event, Membership, or Virtual Event).
• Transfer – This section displays items found in the current event, such as Registrant Types, Custom Fields, Agenda Items, and so on.
  • Personal Information (name, address, etc.) is always transferred, but you can clear the other checkbox(es) as desired to to exclude this information from being transferred for this registrant.
• Click Next to continue to the next step.
1. The second page of the wizard, Verify Transfer, displays the results of a detailed comparison between the two events. The system looks at the Column Name on Reports field for the selected items (custom fields, agenda items, etc.) and displays the results in three separate sections, based on whether or not a direct match was found in the two events:
   
   
   • Green section – shows items that directly match between the two events. Items displayed in this section, such as personal information, matching Registrant Types, agenda/fee items, and so on, will be transferred successfully with the registrant.
   • Yellow section – shows items with warnings, meaning that you should review them after the transfer is completed. Warning items include differences in pricing between the two events, agenda items where the waitlist limit has been reached (more info...), and agenda items that are required in the new event.
   • Red section – items shown here do not have a match in the new event and cannot be transferred. This section includes such items as Registrant Types and agenda/fee items that do not exist in the new event.
     • To see the items in any section, click the plus (+) sign on the left.
2. The next page, Verify Payment, checks for differences between the amount the attendee already paid for their registrant, and what the same registrant will cost in the new event. Select the checkbox to Send confirmation email to attendee, if desired, and then click Next to complete the transfer.
3. The final page in the wizard, Confirmation, displays a message alerting you that the registrant has been transferred successfully, and that the original registrant has been Cancelled. Click Finish to close the transfer wizard and return to the Attendee Record.
   • Once a registrant is transferred, a new Registration ID number is created for the transferred registrant and the original registrant is marked as "Cancelled".

Additional Information:

The Registration Transfer feature is only available for Events, Virtual Events, and Memberships. Donation and Survey registration forms do not allow registrant transfers. More on the various registrant form types...

More information about transferred item warnings or errors:

All of the attendee's personal information is included when a registrant is transferred. Items that cannot be transferred (that is, they display in the red section of the transfer wizard) are Custom Fields and Agenda Items that exist in the old event but do not exist in the new event.

Group registrants and transfers:

For events that have group registrants enabled, only the primary member of a group can be transferred; the "Transfer" link is not visible for any other members of the group, or secondary attendees. Transferring the primary member of the group automatically transfers all registrants in that group. Each member of the group displays in successive pages in the registrant wizard, but all members of the group must be transferred. More about group registrations in RegOnline...

Group discounts and transfers:

For events using a Group Discount Rule, transferring a registrant does not cause the group discount(s) in each event to be reviewed. That means if only one of the events has a Group Discount Rule or if the events have different Group Discount Rules set up, then you (the event administrator) will need to review all transferred registrants for accuracy and then create manual transactions or adjustments as needed to assure the correct amount has been charged to all registrants. More on transactions in RegOnline...

Charges for transferred registrants:

When you transfer a registrant from one event to another, your RegOnline account will be charged for each of the two registrants (the original one and the new transferred one).

• How do group registrants work?
• How do I set up a group discount in my event?
• About Transactions in RegOnline
• User's Guide - Attendee Record - Registration Transfer
• User's Guide - Attendee Record

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