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Cancelling events and registrations

You can cancel an entire event, or cancel individual event registrations. In either case, you have options for dealing with the registration fees that have already been paid.

Cancelling events

After setting up an event and accepting registrations and payments, you may choose to cancel the entire event. There are two different ways to handle this within Wild Apricot: delete the event altogether (see below) along with any existing registrations, or keep the event in your event database but disable new registrations and cancel each registration individually.

Deleting events

Deleting an event will automatically delete all registration invoices for the event. (The deleted invoices can be found in the audit log, along with a record of their deletion.) However, refunds will not be automatically issued, and any registration fees already paid will remain as credits on the registrants' accounts. You can issue refunds for the registration fees or simply inform the registrants that the fee has been credited to their accounts and can be applied to future fees.

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A deleted event cannot be restored.

Any registrants added as contacts as part of the registration process will remain in the contact database.

Before deleting an event, you should send an email to all event attendees, since the attendee list will no longer be available once the event is deleted.

To delete an event, follow these steps:

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  1. Hover over the Events menu and select the Event list option.
  2. Click the name of the event to be cancelled within the events list.
  3. Click the Delete event button. 

  4. You will be prompted to confirm the deletion by typing DELETE in the confirmation field and clicking the Delete button. 

Archiving an event

There is no explicit option for archiving an event but you can achieve the same result by changing the event access setting to admin only and disabling registration for the event. The event – including registration information – will be visible only to administrators.

Cancelling individual registrations

After registering for an event, an individual may wish to cancel their registration. Registrants cannot themselves cancel an event registration – only an administrator can do so.

When you cancel an event registration, the registration invoice is automatically deleted. (The deleted invoice can be found in the audit log, along with a record of its deletion.) If the registration fee was already paid, it will not be automatically refunded. Instead, the registrant's account will be credited the amount of the fee. You can issue a refund for the registration fee or simply inform the registrant that the amount has been credited to their account and can be applied to future fees.

If you have chosen to impose a cancellation fee, you can issue a manual invoice to the registrant then settle the registration fee payment to the invoice and the refund.

If added as a contact as part of the registration process, the registrant will remain a contact.

To cancel an individual registration for an event, follow these steps:

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  1. Hover over the Events menu and select the Event list option.
  2. Click the name of the event within the events list.
  3. Click the Registrants link. 

  4. Within the registrants list, click the registration you want to cancel.
  5. From the registration details screen, click the Cancel registration button. 

  6. Enter a note explaining the reason for the cancellation then click OK.

To restore a registration immediately after cancelling it, click the Restore button. 

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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7