If you have offline payments enabled to allow registrants to opt for a non-credit or debit form of payment, you'll need to let the system know once you receive their payment so they can have their confirmation QR code issued.
This article will also walk through how to void an offline payment if a registrant never sends in their payment.
Note: To track offline payments in RedPodium, offline payments must be enabled, and the registrant must have already submitted their registration and selected to pay via offline payments. To learn how to enable offline payments on your registration page, click here.
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Complete an Offline Payment
Pro Tip: Users can filter their registrations by status to locate all registrations that are in a Pending Offline status. To do this, use the Status filter box next to the search box to find all Pending Offline registrations.
To complete an offline payment, hover your mouse over the Reports tab in the top menu bar
Select Transactions from the dropdown
Search for the registrant's name, order number, or billing email in the search box
Click the eye icon next to the registration you want to complete
Click Complete
Select Complete by Offline Payment
Enter a Reference Label
Add a custom Confirmation Message to send to the registrant (if desired)
Enter any admin notes (if desired)
Check the box to mark that you understand that updating the transaction cannot be undone. Once you mark the Transaction Complete, it is unable to be reversed back to Pending
When ready, click Complete Transaction
Note: You also can choose Complete by Card Payment if a registrant later decides that they would like to pay via credit or debit card. Completing an Offline Payment by card will void the original Pending Offline Payment and record a new card transaction for this registration.
Once you complete an offline payment, the registration status will update from Pending Offline Payment to Completed. The Transaction Method will show as Offline with a Completed status. If you chose to add a note, that note will display below as well.
Void an Offline Payment
If a registrant doesn't submit their payment, you can void their registration. This will update the status of the registration in RedPodium, and open up an additional spot for your event if your event has a limited supply. Here is how to void an offline payment in RedPodium.
Hover your mouse over the Reports tab in the top menu bar
Select Transactions from the dropdown
Search for the registrant's name, registration ID, or billing email in the search box
Click the eye icon next to the registration you want to void
Click Complete
Select Void
Check the box to mark that you understand that updating the transaction cannot be undone. Once you mark the Transaction Void, it is unable to be reversed back to Pending
When ready, click Refund Transaction
Add a Note to an Offline Payment
You can add notes to any transaction to provide additional details. For example, notes are useful if a registrant submits a partial payment and you want to track the remaining balance.
Hover your mouse over the Reports tab in the top menu bar
Select Transactions from the dropdown
Search for the registrant's name, order number, or billing email in the search box
Click the eye icon next to the registration you want to edit
Scroll down to the bottom of the transactions screen
Under Notes, click Add Note
Enter your note
Click Save Note
Send an Offline Payment Reminder Email
If you are approaching a deadline that Offline Payments are due, you can go into the transaction and click Send a Reminder to remind the registrant to send in their Offline Payment. When you click Send a Reminder, an email field will be opened, where you can enter a custom message, instructions on where to send the payment, etc.
Pro Tip: Users can filter their registrations by status to locate all registrations that are in a Pending Offline status. To do this, use the Status filter box next to the search box to find all Pending Offline registrations.
To send an an Offline Payment reminder email, hover your mouse over the Reports tab in the top menu bar
Select Transactions from the dropdown
Search for the registrant's name, order number, or billing email in the search box
Click the eye icon next to the registration to which you want to send a reminder email
Click Send Reminder, and send your email from the email field that opens
FAQs
When is the RedPodium fee applied to offline payments?
When is the RedPodium fee applied to offline payments?
The RedPodium fee is applied for Offline Payments when the original registration takes place and the status is set as Pending Offline Payment.
If I cancel an offline registrant, will the RedPodium fees I paid be refunded?
If I cancel an offline registrant, will the RedPodium fees I paid be refunded?
No. Fees for offline registrations are non-refundable, even if the registration is canceled.
My registrant is paying with offline payments, and just paid a portion of their registration cost. How can I track this in RedPodium?
My registrant is paying with offline payments, and just paid a portion of their registration cost. How can I track this in RedPodium?
If a registrant submits a portion of their registration cost via offline payment, we recommend adding a note to their transaction with the payment details. Once the full payment is received, you can complete the offline payment to complete the registration. Click here to learn how to add a note to an offline payment.
Can I download a report that shows registrations that have been submitted but still have an unpaid offline balance?
Can I download a report that shows registrations that have been submitted but still have an unpaid offline balance?
Yes, you can download a report that only includes registrations that have been submitted but have an unpaid balance. To do this, we recommend downloading a Registrant Data report, and only including registrations with the Pending Final Payment status. Here is how to do this:
Hover your mouse over the Reports tab in the top menu bar
Select Exporter from the dropdown
Select the Registrant Data report
Search for your page name(s) and select the page(s), or simply select the page(s) if you can see them
Select the field(s) you would like to export and press the right arrow to move them to the box on the right to be exported. To move fields out of the export, select the left arrow button
To move fields to a new column on the report, select the field you want to move, and select the Up or Down arrows respectively
Pro Tip: To select multiple pages or fields at once, hold down the command or control button on your keyboard while making your selections. To select all pages or fields, hold the command or control button and the A button on your keyboard.
Only select the Pending Offline Payment status
Select a date range if desired. If these fields are blank, the report will pull all registrations from the moment your page went live
Select the File Type and File Name
When ready, click the Download button
Why doesn’t anything happen when I click Send Reminder?
Why doesn’t anything happen when I click Send Reminder?
The Send Reminder button opens your default email program so you can email the registrant. If nothing opens, your computer or browser may not have an email program configured to handle email links.
If the Send Reminder button doesn't open your default email program, check that your default email program is set up correctly on your device.