IN BRIEF
Event Registration settings determine how customers can request, modify, and pay for events through the Customer Portal. These settings affect all events that allow online registration and ensure consistent enrollment behavior across the system. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
• Troubleshooting & FAQs
• Related Articles

Overview

Event Registration settings control various behaviors of online event enrollments, such as whether families can join waitlists, modify event schedules, or enroll students who do not meet event requirements. Adjusting these options allows organizations to tailor how their events appear and function within the Customer Portal.

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Accessing the Feature

1. From the User Menu, navigate to SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS.
2. Expand the Event Registration section.
3. Review or adjust settings as needed.
4. Select Save Settings to apply any changes.

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Step-by-Step Instructions

Event Registration options include:

• Count Event Requests Against Openings – this setting will count any requests which are submitted for Active enrollments against the number of openings in the event to preserve the “first come, first serve” method of registration. Once the requests are processed (approved or denied) from online activity, any remaining spots will open back up for new registrations/requests. If your business uses the auto-approve mode for registration, requests would be from customers that do not meet the established event requirements.
• Allow Visitors to Request an Event That is Full – this option enables the Customer Portal to accept Wait List requests. The request must be approved by a staff member through Online Activity. (NOTE: The system will override this setting if multiple enrollments from the same family are submitted for the same opening. In this scenario, one enrollment will be approved and the others will be submitted as WAIT requests.)
• Allow Visitors to Request an Event for a Student that Does Not Meet Event Requirements – this will permit students which do not meet the Age, Gender or Grade requirements of an event to submit a request to enroll anyway, which must be approved through Online Activity.
• Allow Visitors to Modify Event Schedule – when enabled, this option allows customers to go back into existing enrollments where they were able to choose the dates to enroll and modify those dates (as long as they have not already passed). For billing, the system will determine whether it should charge for auto-approved event enrollment modifications based on whether "Force Pay in Full" is enabled as the “Amount Due at Signup” in the Event Details. It will use the method chosen under When Charging for Modified Schedules to determine what these charges should be. (See the "Amount Due at Signup" section of our "How Do I Create/Edit an Event" document for more information.)
  • When Charging for Modified Schedules – Used when the above option is selected.
    • Choosing “Charge the Difference” will bill an amount based on the difference in pricing between the billable amount for the previous number of event blocks and the current number of event blocks in which the student is enrolled (based on the pricing schedule).
    • Choosing “Charge the Remainder Owed” will bill an amount based on the difference between the amount already billed to the family (regardless of the number of previously enrolled blocks) and the new price for the number of blocks selected in the pricing schedule.
    • NOTE: The behavior of how Promo Codes/Special Discounts are applied towards event enrollment modifications depends on how the "When Charging for Modifying Event Enrollment Schedules" setting is configured under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>EVENT REGISTRATION:
      • "Charge the Difference" - Apply discount to modifications only (regardless of whether it was applied to the original charge or not.)
      • "Charge the Remainder Owed" - Apply discount to complete charge (regardless of whether it was applied to the original charge or not)
      • If applying the discount would result in a negative value, the total cost for the modification will be capped at $0.00.
  • Charge Nothing if Deposit Due Only is Set on the Event When Modifying the Schedule – this should be checked if you do not want the customer to have to pay the full event price after initial signup when adjusting their schedule; specifically, if a deposit is all that the Customer Portal is set to bill for a new enrollment in that event.
• Anniversary Fee - when enabled, this option will bill an additional flat fee to customers either per student or per family if their ledger does not contain an Anniversary line item charge within the number of months specified under SETTINGS>SETUP>GENERAL SETTINGS>ANNIVERSARY CHARGES. This option will utilize the same Charge Category defined under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION along with the associated Anniversary Charges Program. For more information about how this fee works, visit our Anniversary Charges article.
• Set Due Date For Auto-Created Charges To Start Date of Event - when enabled, this sets the due date for all event tuition charges created to be the start date of event.
  • Auto-Created Charges Set the Due Date to "X" Days in the Future" - allows you to enter the number of days between the charge being incurred at checkout and the date that it’s due. This feature is primarily used by customers that do not require immediate payment of tuition.
    • NOTE: this field is hidden if "Set Due Date For Auto-Created Charges To Start Date of Event" is enabled.
• Send Email Notification Upon Auto-enrollment to Email Address of Event Location - when enabled, sends an email notification to the email on file under SETTINGS>LOCATIONS when a customer completes checkout for an enrollment.
• Restrict Enrollment Start Date Based on Event Start Time - If enabled, you will be able to choose between two options and specify the number of minutes: "Allow Enrollments Up To A Maximum Of 'X' Minutes BEFORE Event Start Time" OR "Allow Enrollments Up To A Maximum Of 'X' Minutes AFTER Event Start Time." (You can only enable one of these settings at a time.)
  • If the enrollment creation time falls WITHIN the window defined by one of these settings, the enrollment will be allowed for the current date.
  • If the enrollment creation time falls AFTER the window defined by one of these settings, the enrollment start date is pushed forward depending on how other settings are configured:
     
    • If the option to "Allow Parents to Choose Days" is enabled on the "Customer Portal" tab for the event, the current date will not be shown as an option, and the event blocks displayed will begin with the next available event date.
    • If the option to "Allow Parents to Choose Days" is NOT enabled on the "Customer Portal" tab for the event, the enrollment start date will automatically be pushed forward to the next available event date.

After making any changes to these settings, click “Save Settings”.

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Troubleshooting & FAQs

• Why are some event enrollments automatically placed on a waitlist even though openings exist?
  • This can occur when multiple requests from the same family are submitted for the same event. The system automatically approves one and places the others on WAIT status, regardless of availability.
• Why can’t parents modify event schedules in the Customer Portal?
  • The option Allow Visitors to Modify Event Schedule must be enabled under Event Registration settings. Customers can only modify dates that have not yet passed.
• How does the System determine when to charge for modified event schedules?
  • Charges depend on the When Charging for Modified Schedules setting. “Charge the Difference” bills based on price changes between previous and current event blocks, while “Charge the Remainder Owed” bills based on the new total minus any previous payments.
• Why didn’t a discount apply as expected when a customer changed their event enrollment?
  • The behavior depends on the When Charging for Modifying Event Enrollment Schedules configuration. “Charge the Difference” applies the discount to the modification only; “Charge the Remainder Owed” applies it to the full new amount.
• What happens if the calculated modification results in a negative charge?
  • The total cost for the modification is capped at $0.00.
• Why are families being charged the full event price instead of a deposit when modifying schedules?
  • Ensure the setting Charge Nothing if Deposit Due Only is Set on the Event When Modifying the Schedule is enabled to prevent full payment during adjustments.
• Why are some events not allowing same-day enrollments?
  • Review the Restrict Enrollment Start Date Based on Event Start Time setting. If enabled, this restricts when enrollments can begin based on the time window defined before or after the event start time.

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Related Articles

• How Do I Create/Edit an Event?
• What is an Anniversary Charge/Anniversary Fee?
• How Do I Access (Log In) and Navigate the Customer Portal?
• How Do I Create or Modify an Event/Activity Enrollment in the Customer Portal?
• What are the Customer Portal Registration Modes?

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