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Regatta Registration

Registrations

Overview

Registrations can be managed by clicking on the registration row to view participant details, payment information, and more.

 

Sailors

The Sailors tab allows you to view all information provided by your sailors as part of the registration form. This information can be configured under Settings > Data Collection including Custom Questions.

 

Additional Sailors or Crew can be added using the + add sailor button located just below the Sailor Details heading if needed, otherwise you can expect to see this information added as part of the registration process.

 

If you need to swap Skipper/Crew, you can click on the Change to Skipper option located in the Crew's Details area.

 

If a crew has incomplete information, we'll show you that we have not received details.

🚧 Removing a sailor does not Remove the registration!

Clubspot recognizes all the different situations that Regatta Organizers encounter, and have tried to accommodate them. Removing a Sailor will not remove the registration, even if you only have one sailor listed.

If you need to remove the entire registration, click the Remove button along the top menu items, located all the way to the right.

 

Class

The Class is the boat class in which the registrant will be competing in. Class assignments can be changed by clicking Edit.

A Division can also be edited anytime by clicking Edit. You will need to confirm the Class before moving forward to the Division assignment.

Competitors do not have the ability to change their Class once they've entered in the Event. Changes require Regatta Admin assistance.

 

❗️ DO NOT change the Class assignment if Scoring has occurred

Modifying the Class if Scoring has occurred will result in significant errors if the Class is changed.

Updating Divisions however is perfectly okay at anytime during the event.

Boat

Boat information can be changed at anytime, even if Scoring has occurred. Clubspot will plug in the sail number and additional details provided in this section to the Scoring Panel for race results.

This information can be edited by the competitors any time through their Clubspot account via their registration.

Payment

The Payment section is where you can see all of the Payment information associated with the registration and is broken up into 3 sections: Summary, Payments, and Invoices.

The Payments area is where you can find all of the relative fees and perform refunds.

 

To view all payment details or perform a refund, click on the the Payment row to expand the view.

 

Once in the Payments view, you can view customer related details like the receipt, order, and payment method, as well as the associated fees with this registration.

Refunds

To perform a refund, click the ISSUE REFUND button, where you'll see an overlay pop up with some prompts.

 

Clubspot allows you to perform either partial or full refunds on any associated charge. In this example, you can choose to refund the entry fee itself or the processing fee which was collected in addition to the entry fee.

👍 Platform Fee Refunds

Clubspot recognizes running events is tough on budgets which is why we return our Platform Fee (or proportional amount) whenever a refund is performed. The processing fee however is not returned to the organizer if a refund is performed.

The process of issuing a refind is the same for a partial payment / refund. You are essentially adjusting the amount due / owed on the invoice.  If you need to collect additional funds, you can issue a new invoice. 

 

 

Invoices

Clubspot also allows you to invoice a registrant should they owe you any additional money for the event. To issue an invoice, just click the + NEW INVOICE button at the bottom of the page to get started.

 

After an invoice is issued, we'll automatically update the Payment status of the registration for you. For example, if the registrant paid $100 but owed you an additional $50, the new status would say 'Paid $100 of $150' and be changed from green to grey to differentiate. Once paid, the status would update to 'Paid $150'.

You might see other invoice statuses here depending on how you are running your event. A Draft invoice indicates that the registration was either an Application or Invitation, or required a Deposit, and the remaining balance left from the time of entry is waiting for you to send. To send the Draft invoice, just click on it and click 'Send Invoice'.

 

Holds

Clubspot also allows you to place a Hold on a saved customer card for things like damage deposits or deposits for coach boat flags. A Hold will pre-authorize a specified amount for a duration of 7 days. During that period you can capture some or all of the amount. If you do nothing, after 7 days the Hold will be released at no charge to you.

To place a Hold on a card, issue a new Invoice to the registration, and use the card selection options and flip the switch labeled 'Place a Hold'.

 

 

Orders

The Orders view allows you to see what (if any) additional items may have also been ordered alongside the entry fee.

Orders may include things such as merchandise, meals, boat charters, taxes, or anything else you might be offering as part of your event. Clicking on the Order row will take you to the corresponding Reporting > Orders view to see the Order by line item.

 

Check-In

The Check-In view allows you to see the checked-in status of the boat for the event, as well as the Safety Status of the boat if your event is using Clubspot's Safety System.

 

🚧

Check-In status is not tied to any scoring or other feature

The Check-In status is a visual helper for events that require some form of in-person registration for safety, measurement, or verification purposes.

To update the Check-In Status of a boat, click on the Status button. Your options are Checked In and Checked Out. These status are independent of any safety logs, and can be switched as many times as you like.

 

The best use case scenario for this feature is for an event that requires a measurement check prior to being eligible to compete. Upon successful completion of the measurement form, the registration volunteer can mark the entry as being Checked In providing as visual cue that this boat has met all requirements and is eligible to race.

E-signatures

To set up an E-signature document or learn more about how it works, please reference the E-signatures section of this guide.

The E-signatures view allows you to quickly reference the status of the existing waiver, or issue a new waiver if required.

👍 Automatic reminders are sent every 3 days until the waiver is signed

 

If you need to issue a new waiver for any reason, click on the REQUEST NEW WAIVER button and follow the prompts to select the correct waiver and also confirm the email that it will be sent to.

❗️ Issuing a new waiver will not change the status of previously issued waivers

Clubspot does not recommend issuing a new waiver if the existing waiver is Unsigned or Partially Signed. Instead you should send a reminder or update the email address to ensure the original contract is signed. The other option available to you is to withdraw the waiver entirely.

Other Waiver Controls

If you need to send a reminder, update an email address, or withdraw the contract entirely, you can click on the waiver row which will display the contract details view.

To resend the waiver or update the email address, click on the 3 dots on the waiver row.

 

If you need to withdraw the waiver, click on the Withdraw option along the menu bar.

 

Notes

Notes are a great way to save additional details internally about a registration such as why a refund was provided, or other pertinent information.

Notes are not viewable by anyone other than Even Admin.

 

Housing

Housing is a Beta feature available for Regattas. To enable Housing, head to the Settings section. Enabling Housing will collect housing requests during the registration process.

Housing details will show up under this view, and requests can be managed under Entry List > Housing if enabled.

 

Archive a registration

If you need to remove a registration, click the three little dots in the registration sub-menu. Removing a registration archives it so that Clubspot can preserve payment information for accurate accounting. Should you accidentally archive a registration, please contact Clubspot so that we can reverse the status for you.

A secondary confirmation will appear after clicking Remove to be sure this is what you want to do, especially if a payment has not been refunded.