Cancellations & Waitlist
When someone cancels
Section titled “When someone cancels”Cancellations show up in a Cancellations to Acknowledge section at the top of the event page, for you to review and clear. For each one you can:
- Issue a credit toward a future event
- Add a message, included in the email confirming it’s been processed
- Acknowledge it to clear it from the list
Got several? Select them and acknowledge them together, with one message and credit decision.
Cancelled registrations stay visible in their own collapsed section below the roster, dimmed, with the date they cancelled.
Cancelling someone yourself
Section titled “Cancelling someone yourself”Owners can cancel a registration with the × on the person’s row. You’ll be asked to confirm first. Guests can be cancelled on their own, without cancelling the person who brought them.
About refunds. Cancelling one registration gives back any credit they paid with, but it does not refund card payments. If they paid online or by card at the door and should get money back, refund them yourself in Square, or issue a credit instead. (Cancelling a whole event does refund online payments automatically. See Managing Events.)
Members can move to a different date
Section titled “Members can move to a different date”Every cancellation link a member gets also offers Transfer to another date, as long as your club has other upcoming events. There’s nothing for you to do. They confirm their email, pick another event, and their registration and payment move over. Nobody is charged or refunded.
If they move from a Late Stroker ticket into an event that’s still in its Early Bator window, they automatically get a small credit for the difference. You’re notified either way.
How the waitlist works
Section titled “How the waitlist works”When an event with a capacity limit fills up, new people see a waitlist form instead of the normal registration. They join the line, and you’ll see them listed below your roster, in order.
When a spot opens (someone cancels, or you raise the capacity), the next person in line is emailed a link to claim it. They have one hour to claim it, but never past the event’s start time. If they don’t, it moves to the next person. Offers stop 30 minutes before the event starts.
If you remove someone from the waitlist yourself, the next person is not notified automatically. Only a cancellation or a capacity change does that.
Capacity and headcount
Section titled “Capacity and headcount”Capacity is the limit you set. Headcount is everyone currently registered, including guests, minus cancellations. Volunteers don’t count toward either. The waitlist only starts once headcount reaches capacity.