GC Events – Admin Tools for Event & Registration Management

A close look at admin-controlled event and registration management options for both simple and complex events, how payment processing and refunds work, etc.

If you've tackled the GC Events set up detailed in our Getting Started article or in our Getting Started in Complex Events article, let's dig into the event management and registration adjustments options for Events administrators in either simple or complex events.

✏️ Registration Management

To review or adjust registration details for your attendees, head to the "Registrations" or "Guests" tab, click on the linked id number for the registration to view that registrant's record. From this view, you can see all details of their current registration, including any activities or add-ons they've selected (for complex events).

Managing Duplicate Registrations

Q: How do I remove someone who has made duplicate registrations?

You cannot completely delete a registration from the system. However, you can manage duplicate registrations by:

Change RSVP Status: Adjust the duplicate registration so it shows the person as "Not Attending"

Process Refunds: If there was a payment involved with the duplicate registration, you'll need to refund them through the payment processing system

Keep Original: Leave the correct/original registration as "Attending"

Important Notes:

• Registrations cannot be outright deleted from the system
• Always process refunds for paid duplicate registrations
• The registration will remain in your system for reporting purposes but won't count toward attendance

Common Variations of Duplicate Registration Questions

• "How to delete a duplicate registration"
• "Remove extra event registration"
• "Cancel one of two registrations"
• "Fix double registration"

Ticket Type Modifications

Q: Can I change someone's ticket type after they've registered?

No, you cannot add or change the main ticket type on someone's registration after it's completed, even if it's a free ticket type. This applies to both paid and free tickets.

What CAN be modified:

• Activities (if registration edits are enabled)
• Add-ons (if registration edits are enabled)
• Guest information
• RSVP status (Attending/Not Attending)

What CANNOT be modified:

• Main ticket type
• Ticket designation
• Core registration details tied to the original ticket selection

Payment and Refund Management

Processing Refunds:

Navigate to the specific registration

Use the refund option in the payment section

Process the refund through your payment processor

The refunded amount will be reflected in your event reporting

Chargeback Handling: When chargebacks occur:

• Stripe immediately withdraws the registration amount plus a $15 chargeback fee
• GiveCampus automatically disputes the charge on your behalf
• Contact the registrant to have them withdraw the dispute with their bank
• Request a written statement from the registrant confirming they will withdraw the dispute

Guest Management

For events allowing guests:

• Add or remove guests from existing registrations
• Update guest information and meal preferences
• Manage guest check-in separately from primary registrants

Registration Status Changes

Admins can update:

• Attending Status: Mark registrants as attending or not attending
• Check-in Status: Track who has arrived at the event
• Payment Status: Monitor payment completion and process refunds

Offline Registration Management

For registrants who cannot register online:

• Use bulk upload for multiple offline registrations
• Create promo codes for individual offline registrations
• Manually add registration details through the admin interface

Reporting and Data Export

Access comprehensive reporting through:

• Registration reports with payment details
• Guest lists and check-in reports
• Custom reporting with filtered data
• Transaction reports showing refunds and net payments

Common Reporting Issues

Q: Why is my net payment showing incorrectly after a refund?

If you see discrepancies in net payment amounts:

Download a fresh registration report

Check if you're viewing a cached version

Verify you're looking at the correct event

Contact support if the issue persists after refreshing reports

Advanced Management Features

• Waitlist Management: Move people from waitlist to registered status
• Bulk Communications: Send updates to specific groups of registrants
• Registration Edits: Allow registrants to modify their own registrations
• Activity Management: For complex events with multiple activities

For detailed instructions on specific admin tasks, refer to our specialized guides for waitlists, offline registrations, and custom reporting.

Bulk refunds when canceling activities

When you cancel an activity in a complex event that has paid registrations, you can choose to refund all eligible registrants in bulk.

How it works

1. Navigate to the activity page in your event admin and click Cancel Activity.
2. If the activity has paid registrations, the cancellation modal displays two options:
   • Cancel without refunding: Cancels the activity while keeping payments intact.
   • Cancel and refund all payments: Cancels the activity and automatically processes refunds to all paid registrants.
3. Selecting the bulk refund option refunds each paid registrant to their original payment method.

Benefits

• Eliminates the need to process refunds individually.
• Automatically updates the registration payment status (e.g., as "Refunded" or "Partially Refunded").
• Includes bulk refund transactions in your event reports.

Additional details

• Free registrations: If an activity has only free registrations, the bulk refund option does not appear.
• Selective or partial refunds: Process these individually from each registration’s payment section.
• Processing time: Bulk refunds follow standard refund timing, typically taking a few business days to appear on registrants’ statements.
• Reporting: Refund transactions are included in the event’s transaction and net payment reports.

Quick checklist before canceling an activity

• Confirm which registrants should receive an automatic refund and which need manual or partial refunds.
• Export a registration list to maintain an audit trail.
• Remember: The refund decision is made during the cancellation process, with no separate follow-up step required.

Managing Activity Tickets

Removing Activity Tickets from Registrations

Administrators can remove activity tickets from registrations through the admin interface:

To remove an activity ticket:

1. Go to your event's Registrations tab
2. Click the registration ID to open the registration record
3. Expand the Guests panel
4. Find the Activity Information section
5. Use the trash can icon next to the activity to remove it

Important limitations:

• Only activity tickets in "complete" status can be removed
• When removing activity tickets, you must handle any refunds separately
• The system warns: "You will need to issue any refunds separately"

Activity Fee Configuration Options

For events where only certain activities should have fees:

Option 1: Create Separate Activities

• Create different versions of the same activity (e.g., "Evening for Alumni - Golden Reunion" vs "Evening for Alumni - Standard")
• Restrict the free version to specific affiliations/years
• Set different pricing for each version

Option 2: Use Promo Codes (Recommended)

• Keep all activities as paid
• Create promo codes for groups that should receive free access
• Email the promo codes to qualifying registrants
• This provides a cleaner registration experience

Current Limitation: Activities cannot be made free for specific affiliations - the fee structure applies to all registrants for that activity.

Refund Request Handling

When Schools Receive Refund Requests

If someone contacts your school directly requesting a refund:

For External Contacts/Consultants: If a third-party (consultant, alumni association, etc.) submits a refund request on behalf of a registrant:

1. Forward the request to the appropriate school administrator
2. Include the registration number and ticket details
3. The school administrator with refund permissions can process it through the admin interface

Processing Refunds:

1. Navigate to the specific registration
2. Use the "Issue Refund" button in the payment section
3. Choose between full or partial refund
4. Enter a reason for the refund
5. Submit - the refund will be processed to the original payment method

Important Notes:

• Refunds require specific administrator permissions
• Processing typically takes 3-5 business days to appear in the registrant's account
• The registration status will update to "Refunded" or "Partially Refunded" in reports

Managing Cloned Events

Deleting Draft Events

If you've cloned an event for testing and want to remove it:

• Draft events: Can be archived by clicking "Archive Event" in event settings
• Published events without registrations: Can be sent back to draft status, then archived
• Published events with registrations: Must be cancelled rather than deleted

Event Ownership and "Created By" Field

When you clone an event:

• The "Created By" field shows the original creator, not the person who cloned it
• This field cannot be changed after event creation
• For tracking purposes, the clone action is logged in your event history

Editing After Publishing

#### What You CAN Change After Publishing:

• Add new activities at any time
• Add new ticket types if no registrations have used existing types
• Modify event details (description, location, date)
• Update activity details and add new sessions
• Adjust guest information fields (though existing registrations won't be retroactively required to fill new required fields)

#### What You CANNOT Change After Publishing:

• Delete or edit ticket types that have been used for registrations
• Remove activities that have registrations