Pre-registration offers a convenient way for participants to sign up for your event without immediate payment. By utilizing pre-registration, you can collect necessary information and secure credit card details from registrants, charging them only after you have approved their applications. This feature is particularly beneficial in situations where there is a chance that your event might not take place —such as due to weather conditions or permitting issues. This feature is also useful when you want to personally review and approve people prior to accepting and completing their registration.
With pre-registration, each registrant's status is marked as "Pre-Registration" until you choose to approve their registration, at which point their card will be charged. You have the flexibility to approve registrations collectively on a specific date or manage approvals individually at your convenience.
When the Pre-Register feature is used...
The Deposit feature should not be used. The Deposit feature will charge the remaining balance on the date that is set for it to be due. To avoid this, we strongly discourage using the Deposit and the Pre-Registration feature.
The Waitlist feature should not be used. If you would like to enable a waitlist on your event, we only recommend doing so after you have completed the pre-registration process, turned off pre-registration, and switched to accepting live credit card payments. If you have questions about this scenario, please reach out to the RegFox support team.
Memberships on our Membership Manager feature cannot be purchased when Pre-Reg is enabled.
NOTE: Pre-Registration is not compatible on pages processing in CAD, GBP, Euros, or SEK.
Pre-Registration Pricing: $0.99 + 1% per pre-registration. When using Pre-Registration, you will be asked to put a credit/debit card on file (if you haven't already). That card will be charged once every 30 days for the number of people who pre-register during that timeframe.
Jump to....
Enable Pre-Registration
From the Pages screen, click the pencil icon on the page for which you'd like to enable Pre-Registration
Scroll down to the Billing Information section
Hover your mouse over the Payment Method field, and click the pencil icon
Toggle Allow Pre Registration to On
Customize the label, if desired
If you only want to allow people to pre-register for your event, toggle Allow Credit Card (and any other payment methods) to Off
Click Done
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page
Customize Pre-Registration messages
When registrants pre-register for your event, we display a message on the registration page and the confirmation page telling the registrant that they are reserving their spot for your event, but their registration is not complete and their card will not be charged until a later time. Users can customize this pre-registration message if desired.
From the Page builder, hover your mouse over Settings in the top menu bar
Select Pre-Registration from the dropdown
Customize your text and formatting in the text fields on this page
Registrant Experience
When a registrant pre-registers for your event, they initially visit your event registration page and fill out all of the required registration data and billing information.
When they select the Pre-Registration payment option, they will see a message notifying them that they are pre-registering for the event, and their card will not be charged until a later time. Once they submit their registration, our system will perform a $1 pre-authorization to verify their billing details are valid. This $1 pre-authorization will fall off their bank statement within 24 hours.
Edit a Pre-Registration
Pre-registrations can be edited if needed before completing the registration. By editing a pre-registration, our system will update the final amount that will be charged.
From the Pages screen, click the Registrations tab from the top menu bar
If desired, filter the status by Pre Registrations to make searching easier
Search for the registrant's name, order number, or billing email in the search box
Click the pencil icon next to the registration you want to edit
Make your necessary changes, and click Save Changes
If you would to complete the registration, click Complete Registration on the right-hand side
Complete Your Pre-Registrations
When you complete the pre-registration(s), our system will send you an email notifying you of which registrations have been completed and whether any credit cards were declined. After a pre-registration is completed, the registrant's credit card will be charged, and they will receive a confirmation email with an active QR code. RegFox will then record the registrant as "Completed" in the system and update any reporting to reflect the registrant's new status. Users can choose to complete pre-registrations individually or complete multiple pre-registrations at once.
Complete Pre-Registrations Individually
Click the Registrations tab from the top menu bar
Click Pre-Registrations
Search for the registrant's name, order number, or billing email in the search box
Click Complete next to the registration you want to complete
Click Yes to confirm you would like to complete the registrant
Complete Multiple Pre-Registrations at Once
Click the Registrations tab from the top menu bar
Click Pre-Registrations
Click the checkbox next to the pre-registrations you want to complete, or click the Complete All checkbox next to the Names field
Select Complete Selected on the top right-hand corner
Managing Declines
If a registration declines, we will send the registrant an email with a link to update their card on file so they can complete their registration for your event. If the registrant uses this link to update their card on file, our system immediately attempts to charge the new card.
Pro Tip: If the registrant does not update their card after their card is declined, RegFox will attempt to run the same card on file again two more times every other day. Each time the card is declined, our system sends an email to the registrant with a link inviting them to update their credit card details.This link expires in 72 hours.
After the third declined attempt, RegFox will stop attempting to charge the card on file, and the register will remain in a Pre-Registered state until a user cancels their registration, or the registrant provides updated card information.
Update a Registrant's Billing Information in RegFox
If the registrant would prefer to contact you to give their contact information, or if the update link is now expired, a user can update the registrant's billing information in RegFox itself.
To update a pre-registered registrant's billing information, click the Registrations tab from the top menu bar
Click Pre-Registrations
Find the registrant, and click Update Card
Enter their updated information and save
Pre-Registration Analytics and Reporting
Once the registration is submitted, this registration can be viewed under the Registrants Tab located in the main page navigation bar. The registration is in a "Pre-Registered" status until a user on the account completes it. Any Pre-Registrations that are not completed will appear under the "Pre-Registered" status in your reports.
Page Analytics
You can quickly see how many registrants have pre-registrants have signed up and see your potential revenue on the Page Analytics screen.
Pro Tip: Any Pre-Registrations will not contribute to the completed registrant count or the revenue or completed number of registrations until they have been marked as complete. Once you complete a pre-registration, this registration will now contribute to the completed registrant count and revenue for the event.
On the Pages screen, our system will list pre-registrations separately
If using the Block display, the system will list the pre-registrations and the potential revenue from these pre-registrations under the lines for completed gross revenue and completed registrations
If using the In-Line display, the system will list the completed revenue and registrant count on the left, and the pre-registration revenue and registrant count on the right
On the Analytics for the page, our system will add a line for any pending revenue for your Pre-Registrations
FAQs
Is Pre-Registration compatible with International currencies?
Is Pre-Registration compatible with International currencies?
Pre-Registration is not currently available on pages processing in CAD, GBP, Euros, or SEK.
How do I cancel a Pre-Registration?
How do I cancel a Pre-Registration?
Canceling a pre-registration will open a spot on your registration page if you have limited inventory for your event.
Click the Registrations tab from the top menu bar
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 cancel
Select Cancel Registrant
Select the Option(s) you would like to cancel, and select if you would like to send the registrant a cancellation notice
Click the checkbox confirming your decision to cancel the registration
Click Cancel Registrant
Does the Pre-Registration feature deduct inventory from registration, session and merchandise capacities, etc?
Does the Pre-Registration feature deduct inventory from registration, session and merchandise capacities, etc?
Yes, if you have limited capacity or supply limits set, a pre-registration order will deduct from the available inventory.
Example: Your event is selling 25 VIP spots and accepting Pre-Registrations only. The first 25 people to sign up for this VIP option will be pre-registered for it, selling it out. No one else would be able to pre-register for this option unless a user later cancels registrants from the Pre-Registration list.
If I later decide that I want to switch my page to accept live sales, what do I do?
If I later decide that I want to switch my page to accept live sales, what do I do?
If you later decide that you want to switch your page to accept live sales and charge/complete a person's registration immediately upon registering for your event, we recommend doing the following:
Complete any Pre-Registrations you have already received
From there, go to the Pages screen, and click the pencil icon on the page for which you'd like to enable Pre-Registration
Scroll down to the Billing Information section
Hover your mouse over the Payment Method field, and click the pencil icon
Toggle Allow Pre Registration to Off
Toggle Allow Credit Card (and offline payments if desired) to On
Click Done
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page
Can I only require registrants to pre-register when they select a specific registration option?
Can I only require registrants to pre-register when they select a specific registration option?
Yes, you can definitely configure your page to only require registrants to pre-register on a specific registration option using the Pre-Registration option and Actions.
Go to the Pages screen, and click the pencil icon on the page for which you'd like to enable Pre-Registration
Scroll down to the Billing Information section
Hover your mouse over the Payment Method field, and click the pencil icon
Toggle Allow Pre Registration to On
Customize the label, if desired
Click Done
From the Page Builder, click the Actions tab in the top menu bar
Click Create Your First Action, or click the + icon on your action if you already have actions on your page
On the left-hand side, select the registration option for which you want to require pre-registration
Select Is Selected
On the right-hand side, find and select Show
Scroll to bottom of your available fields and select Pre Register
Click the + option on the right-hand side to add another action
Find and select Hide
Scroll to the bottom of your available fields and select Credit Card (and any other payment methods)
Click Save Action
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page
