GC Events - Registration Edits & Modifications

Enabling the Setting

In each complex event, the Registration Edits option will be disabled by default with the checkbox “Allow registrants to edit their initial registrations” unchecked. 

When you enable this setting, your registrants will have the following experience:

1. All registrants can be provided a link [“View and manage your registration”] within the confirmation, summary, and reminder emails to view their registration and itinerary. This link can be added to emails using the $MANAGE_REGISTRATION_LINK$ token.
2. This link will take a registrant to My Registration summary page (see example below), where the following adjustments can be made:
   1. Add free or paid activities or add-ons:
      1. If a paid activity or add-on is added to the registration, the registrant will proceed through a checkout process.
      2. If only free activities or add-ons are added to the registration, the registration will be presented with an “Update Registration” button to complete the update.
   2. Remove free activities or add-ons: Registrants can use the Trash icon to remove any eligible activity or add-on from the registration. They’ll see a “Success” message to confirm that the change was made.
   3. Edit Guest Name, Guest Email, Guest Custom Fields, and Guest Affiliation.

Registrant Email Notifications

Once an adjustment has been made, registrants will receive the Registration Summary email template which will detail all current guest details, add-ons, and activities included that in that registration.

Admin Notifications of Registration Edits

Any of the registrant-initiated changes to an existing registration will trigger an email alert to all admins set to receive notifications via the Notifications section on the Email Settings page within the event. 

These listed admins will receive an email update with subject line “Edited Event Registration: <Registrant Name>, <Event Name>" to flag any changes made to the existing registration during that user’s session on the Registration Summary page.

Reporting Updates:

Custom reports can now include the Registration column, Last Modified by Registrant Date (registration_last_modified_by_registrant), to reflect when a registrant made an update to their registration. 

What cannot be adjusted from the Registration Summary page?

If your registrant needs to take any of the following actions, they will not be able to do so via the new self-edit flow and should contact the event administrator for assistance:

1. Removing paid activities or add-ons - Registrants will not be given any options to adjust their registration that would trigger a refund to their registration. For any paid activities or add-ons, registrants will see the language that you set in the Refunds text field within the Registration Edits section on the Ticketing tab of your event settings. As an Events admin, you can click into the registration ID to complete these cancellation requests and issue refunds as needed. 
2. Adding additional guests to an existing registration - Those guests should be prompted to create their own registration.

Resending Registration Management Links

What to do when registrants can't find their registration confirmation email

If a registrant cannot locate their original registration confirmation email containing the link to modify their registration, administrators can easily resend this email:

1. Navigate to your GC Event

2. Go to the Registrations tab

3. Click on the registration ID for the specific registrant

4. Click the "Resend the Registration Summary Email" button

This will send a new email to the registrant with the $MANAGE_REGISTRATION_LINK$ token, allowing them to view and manage their registration independently.

Enabling registrant self‑service (Registration Edits)

To allow registrants to manage their registrations—add eligible activities, update guest details, or complete checkout for paid items—enable the Registration Edits option in your event settings.

Steps to enable:

1. Go to your event settings and locate the Registration Edits section.
2. Check the box labeled "Allow registrants to edit their initial registrations".

What happens after you enable it:

• Registrants receive a “View and manage your registration” link in their confirmation, summary, and reminder emails. Use that exact text when communicating with registrants.
• In customized emails, insert the $MANAGE_REGISTRATION_LINK$ token where you want the management link to appear. This token automatically adds the registrant’s unique URL.
• When registrants add paid activities, they are guided through a checkout flow. For free items, they finish updates using the Update Registration button.

For registrants who registered before the setting was enabled:

Enabling the setting does not update previously sent emails. If a registrant needs the management link, open their record and click Resend the Registration Summary Email. This resend includes the $MANAGE_REGISTRATION_LINK$ token so they can access their registration summary immediately.

Limitations and administrator alternatives:

• Registrants can add activities and edit guest names, emails, custom fields, and affiliations in My Registration. They cannot add new tickets or guests. For those changes, use the admin flow: navigate to Events > [Event Name] > Registrations, open the relevant Registration ID, and click Add to Registration.
• If adding guests as an admin results in an outstanding balance, click Send Registration Summary Email to provide the registrant with a payment link.
• Paid activities that require refunds must be managed through the admin registration detail view based on your event’s refund policies.

Email template tips:

• Use the clear CTA “View and manage your registration” and place the $MANAGE_REGISTRATION_LINK$ token directly on that text.
• Include the token in reminder and summary emails so registrants can easily access their registration, even if they misplace their original confirmation.

Disabling registrant self‑service (turning off Registration Edits)

To prevent registrants from modifying their registrations after a deadline (or when registration is closed), you can disable the Registration Edits option at any time.

1. Go to your event settings.
2. Select the Ticketing tab.
3. In the Registration Edits section, uncheck the box labeled "Allow registrants to edit their initial registrations."

When disabled:

• Registrants will no longer be able to make changes via the self‑service flow.
• Administrators retain full control and can update registrations or add guests from the admin interface (Events > [Event Name] > Registrations).

Best practices:

• Disable self‑service shortly after a firm registration deadline to ensure no further edits occur.
• For any necessary changes after self‑service is disabled, update the registration through the admin view so that any payments or refunds are handled according to your event policies.

Registrants will be able to modify their registration at anytime when this setting is enabled, even if the registration deadline has passed. If you do not want registrants to update their details after the registration deadline, simply disable the option to prevent additional edits. 

FAQ: Registration Management

Q: Can registrants edit their own registrations without admin help?

A: Yes, if you have enabled "Allow registrants to edit their initial registrations" in the event settings. Registrants can use the link in their confirmation email or you can resend the registration summary email.

Q: What if a registrant says they never received their confirmation email?

A: Check their registration details for the correct email address, then use the "Resend the Registration Summary Email" button from their registration record.

Guest List Display Settings

Understanding Individual Guest List Control

The guest list display setting in GC Events operates at the event level, meaning it's an "all or nothing" configuration that applies to all registrants.

Current guest list functionality:

• Event-level setting: Administrators choose whether to display a guest list for the entire event
• Individual anonymity option: Registrants can choose to appear as "Anonymous Guest" instead of showing their real name
• Cannot selectively exclude: Individual registrants cannot be hidden from the guest list while keeping others visible

Available display options:

For Administrators:

1. Enable guest list - Show all attending guests publicly on the event page
2. Disable guest list - Hide the guest list feature entirely
3. Configure in event settings under Sharing > Display Guest List for Event

For Registrants:

1. Display with real name - Appear on guest list with first name, last name, and affiliation
2. Display as anonymous - Appear as "Anonymous Guest" while still being counted
3. Option selected during registration and cannot be changed afterward without admin assistance

What appears on guest lists:

• First and last name (unless anonymous)
• Affiliation information
• RSVP status
• Search and filter functionality for large events

Can I Prevent Someone from Registering Multiple Times?

Currently, GC Events does not have a built-in setting to prevent someone from registering for the same event multiple times. The system allows duplicate registrations by the same person, and there's no automatic blocking based on email address or user account.

Available Workarounds

Monitor and Manage After Registration

The most effective approach is to actively monitor your registration list and address duplicates when they occur:

• Regular review: Check your registration reports periodically for duplicate names or email addresses
• Mark as "Not Attending": Change the duplicate registration status so it shows as "Not Attending"
• Process refunds: If the duplicate registration involved payment, issue a refund through the payment processing system
• Keep the original: Leave the correct/first registration as "Attending"

Set Overall Event Limits

While you can't limit registrations per person, you can:

• Set an overall guest limit for your event
• Limit the number of tickets per registration (though this doesn't prevent multiple separate registrations)

Communication Strategy

Consider adding clear messaging to your event registration page:

• Include a note asking registrants to check if they've already registered
• Provide contact information for questions about existing registrations
• Send registration confirmations promptly so people know they're successfully registered

Important Notes

• Duplicate registrations cannot be completely deleted from the system — they must be managed through status changes
• Always process refunds for any paid duplicate registrations
• The registration will remain in your system for reporting purposes but won't count toward attendance when marked as "Not Attending"