Registration and Pre-Booking Cancellations & Refunds

Cancel a Paid Congress Registration

• Find Original invoice for the person, under Admin-Confirmed Registration Documents: http://atcongress2022.com/admin-registration-documents/
• Note the Original Invoice Amount (excluding any payment surcharges) and the Original Invoice Date
• Go to EME–> Approved Bookings. http://atcongress2022.com/wp-admin/admin.php?page=eme-registration-seats
• Find Booking for the person, select it
  • Under “Bulk Actions” chosse “Delete Booking (move to trash).
  • “Send mails to attendees upon changes being made” = “No”
  • “Refund if possible” = “No”
  • Click  “Apply”
• Go to EME -> Events. Find the event “Booking/Registration Cancellation”.
• Click “RSVP” Icon
• Important! Send mails for changed booking? → “No”
• Start typing person’s name. EME will find matching names, select the correct one.
• Select “Congress Registration” for Dropdown “Event Name for Cancelled Booking:”
• Fill in Original Invoice No. and Original Invoice Date
• Fill in the correct amount (per cancallation policy) for admin fee
• Fill in “Admin Registration/Booking Remark” if anything noteworthy
• Credit Note Invoice No. stays empty (will be generated automatically)
• Click “Send Booking”

Change EME People record

• Go to EME -> People
• Find person in question
• Click on Last name (or First name)
• Edit field “Groups”:
  • Delete all groups in there
  • Add ‘z. Cancelled Registration”

Cancel a Pending Registration
or a wrong MensaCard Booking
or do a forced cancellation due to no payment

For a forced cancellation due to no payment only:

• • Find Pending Registration for the person: http://atcongress2022.com/wp-admin/admin.php?page=eme-registration-approval
  • Select booking,
  • Under “Bulk Actions” choose “Send booking related email…”
  • Under “Select Subject Template” choose “Mail Template: Registration Cancelled a. Subject”
  • Under “Please select Body Template” choose “Mail Template: Registration Cancelled b. Body”
  • Click “Apply”

Continue – and for all other pending cancellations

• Find Pending Registration for the person: http://atcongress2022.com/wp-admin/admin.php?page=eme-registration-approval (again)
• Click “Edit” Icon
• Important! Send mails for changed booking? → “No”
• In field “Move booking event”: start typing “cancel” and then select “Booking/Registration Cancellation”
• Click “Update Booking” at the bottom
• Find Pending Registration for the person: http://atcongress2022.com/wp-admin/admin.php?page=eme-registration-approval again
• Click “Edit” Icon
• Important! Send mails for changed booking? → “No”
• Select “Cancelled Pending Registration or MensaCard” for Dropdown “Event Name for Cancelled Booking:”
• Original Invoice No. and Date can be ignored
• Fill in “0.00” as Original Invoice Total Amount – including Cents xx.xx €”
• Fill in “0.00” for admin fee
• Fill in “Admin Registration/Booking Remark” if anything noteworthy for example “Erroneous Double MensaCard” Booking
• Credit Note Invoice No. stays empty (will be generated automatically)
• Click “Update Booking”
• Find Pending Registration for the person: http://atcongress2022.com/wp-admin/admin.php?page=eme-registration-approval again
• Select Booking
• Under “Bulk Actions” choose “Approve Booking” –  then set “Send mails to attendees upon changes being made?” to “No” and click “Apply”

Change EME People record

Only necessary for Congress Registration cancellations, not for MensaCard or other “Add-ons”

• Go to EME -> People
• Find person in question
• Click on Last name (or First name)
• Edit field “Groups”:
  • Delete all groups in there
  • Add ‘z. Cancelled Registration”

Cancel and Refund Pre-Booking

• Check if Person has indeed a pre-booking
• Check if they paid via PayPal and how much PayPal fee had we to pay?
• On a case-by-case base we decide our admin fee for the refund we deduct from the full refund. In most cases, it will be 5 Euros.
• Go to EME -> Events. Find “Booking/Registration Cancellation”.
• Click “RSVP” Icon
• Important! Send mails for new booking? → “No”
• Fill in all name and address fields. If we can’t find the address (website or web  search), send an email to person and ask
• Select “Pre-Booking” for Dropdown “Event Name for Cancelled Booking:”
• Original Invoice No. and Date can be ignored
• Fill in Pre-booking amount incl. Cents “Original Invoice Total Amount – including Cents xx.xx €”
• Fill in our admin fee
• Fill in “Admin Registration/Booking Remark” if anything noteworthy
• Credit Note Invoice No. stays empty (will be generated automatically)
• Click “Send Booking”

Make refund payment and mark as paid
(only for paid registrations or refundend pre-bookings)

• Log in to Penta or PayPal
• Make payment.
• Include Credit Note No. if applicable
• Under EME-Approved Bookings find the Booking for the person
  http://atcongress2022.com/wp-admin/admin.php?page=eme-registration-seats
• Select and under Bulk actions select “Mark paid” and Apply

Create and send credit note or Invoice
(only for paid registrations or refunded pre-bookings)

• Go to EME->Approved Bookings
• Show Extra Filters – and enter person’s name, Click “Filter bookings”
• Select the booking
• In Dropdown “Bulk Actions” select PDF Output
• Third Dropdown “Please select a template” choose “Invoice/Credit Note – Booking Cancelled” and click “Apply”
• The credit note gets generated, so that we can save, print it and finally send it to the person