Overview
Drop In programs have the option of allowing public site users to withdrawal themselves without contacting the organization.
Program Settings
Allowing public withdrawal is a setting on drop in sessions.
Allow Public Withdrawal - checkbox
When public withdrawal is allowed, there are additional settings:
Public Withdrawal Allowed x hours Prior to event - (R) Enter the minimum number of hours prior to the drop in event that public withdrawal is allowed. Quarter hour increments are allowed.
Public Withdrawal Fee - In this optional field enter amount to be charged as a Withdrawal Fee. The Withdrawal Fee will be deducted from the amount to be credited. Negative values are not allowed.
Public Withdrawal Additional Instructions - Optional text field for additional information to be included on the public withdrawal page
Copy on Public Withdrawal Receipts - This optional setting is for selecting admin users to get notification of a public user withdrawing. It is a multi-select list of all active Admin Users.
If the drop in session is punch card eligible, you may want to enter Public Withdrawal Additional Instructions advising that the punch will not be returned.
Public Site Withdrawal
My Account > View Registrations: In the Action column will be a link "Withdraw Registration".
When clicked a modal will display with the following information:
- Individual name
- Season name
- Program name
- Event: Day, Date, and time range for the event
- Withdrawal Fee
- Additional Information: Information from the program definition, if there is a value.
There will be a checkbox next to text "Withdraw this registration. I understand this is permanent and cannot be undone" and a "Withdraw Registration" button.
Upon successful withdrawal, the system will display the message: "Your registration has been successfully withdrawn. Please see emailed receipt for details (also available in Message Center from menu above)."
The individual will no longer be included on the roster report for the Drop In event and a credit will be issued for the original amount charged less any Withdrawal Fees.
The registration information will no longer display in My Account>View Registrations. The account's statement will be updated with any credit amounts.
If the withdrawal is not successful because it is not within the allowable time frame, this message will display: "It is too late for you to withdraw this registration. Please contact <organization name> with any questions."
Email Receipt
Example:
The following transaction was withdrawn by the family from within their account on 09/10/2024 9:00 AM.
This receipt confirms that Claire Dunphy was successfully withdrawn from Fitness Center Sign Ups: 2024 (fcsignup).
Original Registration:
- Registration Date: 09/10/2024
- Registrant: Claire Dunphy
- Registrant Address: 99 ABC St, Cabot Cove, ME 02493
- Registrant Phone: (111) 111-2222
- Account Email: cdunphy@test.com
- Account Holder: Dunphy (986610)
- Program: Fitness Center Sign Ups: 2024 (fcsignup); 09/11/2024 4:00 AM - 5:00 AM
Withdrawal:
- Withdrawal Date: 09/10/2024
- Transaction ID: 37634134
A Credit was issued in the amount of $x.xx
Season Balance Details page
The withdrawal transaction will display on the Season Balance Details page. The transaction date/time stamp will display "by XXX Family via Public Site".