Adding event registrants manually

Visitors to your Wild Apricot site can sign up for events using an online event registration form. Administrators can also register event attendees manually, in cases where someone has called in, mailed, or faxed their registration information.

Online payments are not available for manual event registrations, though administrators can process credit card payments.

An administrator can manually record an event registration either from the event setup page, or from a contact's record. In either case, you will be asked to choose whether to generate an invoice or activate without an invoice.

Administrators can manually register additional event attendees even after the event registration limit is reached.

Registering from event setup page

To register a member or other contact from the event setup page, follow these steps:

  1. Hover over the Events menu and select the Event list option.
  2. Click the event within the list.
  3. From the event details screen, click the Add registrant button.
  4. If you want to register an existing contact, click the Select existing contact button then choose a contact from your database and click the Select button.
    Otherwise enter the information for the contact in the fields provided.
  5. Select the ticket type, complete the registration form, and choose from any of the available event options.
    Any common fields set to administrator use only will appear on the form within admin view.
  6. Click the Save button to save the registration.

Registering from a contact record

To register a contact for an event from the contact's record, follow these steps:

  1. Hover over the Contacts menu and select the List option.
  2. Select the contact that you wish to register.
  3. Within the contact record, click on the Events tab.
  4. Click the Record event registration button.
  5. Select the event from the pop-up window then click the Select button.
  6. Select the ticket type and choose from any of the available event options.
  7. Click the Save button to save the registration.

Generating the invoice

When you manually register an event attendee, an invoice is not automatically generated. You will be prompted to choose one of the following options:

  • Activate without invoice – activates the registration without generating an invoice. Choose this option if you are waiving the registration fee or if you do not want to track this transaction in Wild Apricot.
  • Generate invoice – generates an invoice for the registration. The member can then pay the invoice online through their profile or by using an offline payment method (e.g. cash, check). For instructions on recording an offline payment, click here.
  • Cancel registration – cancels the registration.

Sending an event registration email

After you've finished manually registering a contact for an event, you can send an event registration email by clicking the Send notification button.

The email will be sent to the registrant and any guests with an email address.

An email notification is not automatically sent in this case.

The email will use the email template you have customized for event registration confirmations.


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