Managing Events

You can use the event Dashboard to check in registrants. From the Event List or Event Calendar, click on the event, then click on the Dashboard tab. Then click on the box under “Chk In” next to the registrant’s name to check them in. If the registrant has an account, the check-in will be logged in their account Timeline.

From the event, click on the Email tab, from there you can create an email that can be sent to everyone, just primary registrants or only those who checked in at the event. Learn about using Tags in an event email.

From the event Dashboard, click on “Edit/Refund” on the registration line, then click on “Void tickets & full refund” if a refund should be provided. We will process a refund for the full amount through your payment gateway and send a cancellation email to the registrant. Alternatively, you can choose “Void without refund.”

From the event Dashboard, click on “Edit/Refund” next to the registration, then click on “Edit Registration”. Here you can edit the registration information as well as change ticket quantities. As the admin, you can edit the sub-total and tax directly, to accommodate discounts, etc. Make sure to edit these amounts after completing any changes to the tickets, as selecting tickets will re-calculate the sub-total and tax.

If the final amount is less than what was originally charged, we will process a partial refund for the difference.

Note: You cannot increase the amount from what was originally charged, since we no longer has access to the credit card information to bill the user. To add tickets and bill any additional amount, use the Add Registration button instead.

Prior to cancelling the event, you may want to alert your attendees as to your reason for cancelling. You can go to the event’s Email tab to send a message to them.

Then, from the event Dashboard, click on “Cancel & Refund All”. 

What happens when you cancel your event:

• If credit card payment was received from the registrant(s), a refund will automatically be issued.
• Users who receive a refund will receive a refund receipt by email.
• Registrants who did not pay or are not receiving a refund (e.g. registrants who paid by check or cash) will not receive an email notifying them the event was canceled. Go to your event’s Email tab if you would like to compose and send an email to all registrants notifying them of the event cancelation.
• The event will remain in your Event List in the back end of MembershipWorks, but will no longer be displayed on your website’s event calendar or event list.

Learn more:

• Learn how to postpone an event or suspend registrations.
• Read best practices on event cancellation and see a sample event cancellation email.

Fees for transactions and refunds vary according to the terms between you and your payment provider. Please refer to the credit card processing fee policy with your payment provider for more information about whether you will be responsible for any fees.

Event List View

The event list has 3 main sections. The first shows the date of the event. The second column shows the percentage of tickets sold if the event capacity is specified, otherwise it shows the actual number of tickets sold. If the event is cancelled, an “X” will be displayed. The third section displays the name and date of the event. If the event is set to “hidden” in the event’s Event Setup tab, the event title will be shown in gray.

MembershipWorks implements our own anti-spam and anti-fraud system by detecting suspicious activity that repeatedly targets the same form. But as web fraud and spam activity increase in volume and sophistication, it’s a best practice to implement an additional layer of security by enabling Google reCAPTCHA for your MembershipWorks forms, including events.

MembershipWorks integrates with the latest generation v3 reCAPTCHA, which is invisible to users – your members do not have to actively identify any text or objects when submitting the form. Adding Google reCAPTCHA does not require that you disable MembershipWorks built in anti-spam and anti-fraud system, so you have the benefit of defense in depth with both systems combating bot and fraudulent/spam activity.

See instructions for adding reCAPTCHA.