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Collecting Fees Before Registration Approval

  • 1.  Collecting Fees Before Registration Approval

    Posted 10-06-2020 09:47
    Hi Everyone - I'm relatively new to Cvent and am trying to determine if I can setup up an event that requires registration approval for attendees, but still requires a partial fee that is charged at the point of application submission.  From what I'm seeing charges don't occur until/if some is admitted to the program/event.   

    Ideally, we'd want everyone to be charged a fee (like an application fee) when they submit their registration form, and then have the ability to pay the remaining balance if/when they're admitted.  It looks like no fees can be collected from someone until their registration is approved.  Has anyone else run into this?  Or is there any way to solve that I'm missing?

    Thanks in advance!

    Shawn Phillips
    Berklee College of Music

  • 2.  RE: Collecting Fees Before Registration Approval

    Posted 10-13-2020 15:38
    Hello Shawn, 

    That is indeed an interesting conundrum. I don't believe you are able to split payment around the approval system. 
    I think you can give attendees the option to do partial payments though, that might be something to look into.

    Béline FALZON
    Conference Program Specialist II
    California Teachers Association

  • 3.  RE: Collecting Fees Before Registration Approval

    Posted 10-13-2020 17:31
    Hi Shawn, 

    As Belinda said, I don't believe the system is going to allow you to manipulate the fee structure with registration approval turned on. Instead of turning on the approval function, you could use verbiage that very clearly tells your registrants that their registration is subject to approval - or that it is an application that they are submitting now. 

    Set up your fees to be the full amount of your event including the "Application fee" amount. When you add the payments widget, one of the very last settings is the "Partial Payment" option. Toggle that to on and input the minimum amount due as the amount you intend to be the Application Fee. You'd want to include the verbiage about the remainder being due after approval or similar so that people understand that they will need to log back in to complete their payment at a later date. 

    You can then set up "Planner Alerts" so that you receive an email every time someone registers - like you would with the approval setting - and then you could use "Internal Information" to mark your registrants as "Approved" or "Denied". You could easily export a report, complete that column for each person on the spreadsheet and import back into Cvent with the  "Internal Information" field completed so that you don't have to manually update each person. 

    Once approved, you could use the email section to send all the approved people an email with instructions on how to make their final payments.

    Sharna Pascolo
    Program Director
    Texas Society of Architects

  • 4.  RE: Collecting Fees Before Registration Approval

    Posted 10-20-2020 09:02

    Thanks for the responses.  Very helpful! I'm in the process of looking at your suggestions. Cheers.f

    Shawn Phillips
    Berklee College of Music