Registration Payments

To charge an individual or organization to participate in or attend an event, add payment information from the list of participants or their participant record. If a participant isn’t a constituent, you must first add them to your database.

Note: Admins! To enter and process payments, users must have rights to manage participants, constituents, and gifts. For more information, see Events Security.

  1. On an event record, under Participants, select Work with participants, and then Change to constituent from the participant’s menu .

  2. Choose the person's affiliations with your organization and any start and end dates, such as for a volunteer term. For more information, see Constituent Codes.

    Tip: To add additional affiliations, select Add another constituent code.

  3. Select Change to constituent.

Note: If you enter payment information from a participant’s record, you can change them to a constituent under Fees and payments.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

  1. Choose who to add the payment to. You can add a payment from multiple places:

    • From the participant's menu in the list of participants, select Add fees/payments.

      Note: This option only appears in the menu if the participant is a constituent.

    • On a participant's record, under Fees and payments, select Add.

  2. Select whether you are adding fees, adding payment, or adding both fees and payment.

  3. If you chose to add fees, enter the fee information. For more information, see Add a fee for a participant.

  4. If the participant isn't a constituent, you must first add them to your database. To make the registrant a constituent:

    1. Select Change to constituent.

    2. Choose their affiliations with your organization and any start and end dates, such as for a volunteer term. For more information, see Constituent Codes.

      Tip: To add additional affiliations, select Add another constituent code.

    3. Select Change to constituent.

  5. Under Payment amount and Payment date, enter how much the participant paid and when. For example, if the participant paid full price for a discounted fee, update the amount.

  6. Under Contribution amount, the amount to use for the receipt appears. To update it, such as to include a donation above the fee amount, select Change contribution amount and enter the amount.

  7. Under Payment method, choose whether the participant paid with cash, check, or credit card. For more information, see Payment Information.

  8. To apply the payment toward fundraising efforts other than the ones associated with the event, deselect Use default allocations. Select the desired allocations under Appeal, Package, Campaign, and Fund.

  9. Select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

To remove the link between a payment and a participant — such as if you inadvertently apply a payment to the wrong person — you can unlink the payment from the participant’s record. When you unlink a payment, you only remove the association between the payment and the event — you don’t delete the payment or the gift record that’s associated with the payment.

From a participant's record, under Fees and payments, Payment, select Unlink payment from the menu of the payment to remove.

Tip: After you unlink a payment, check whether the participant has outstanding fees. If so, add another payment in web view or link to a gift from the participant's record in database view.