Management of an ongoing event

While an event is open for reservations, you will receive a notification after each registration is processed, and optionally after a payment has been cleared.


Plans change, mistakes are made, so in some cases a participant may request a change to an already made reservation. Some other times, a participant may make a duplicate reservation that needs to be cancelled.

You can set rules to decide when to allow changes or cancellations to a reservation, but regardless, all modifications need to be done by an administrator.

Accepting reservations

If you are putting a hold on reservations, either for all of them (Workflow setting on event) or set by individual activity (Auto accept setting), every time a new reservation is received an e-mail will be issued.

In the Reservations view, Reservations on hold will appear as a yellow row, with the Status On hold.

To accept a reservation, click on the edit link for the reservation, then on the Accept reservation link at the bottom. At that point, the status of the reservation will change to Accepted and an invoice will be issued.

Changing reservations

Reservations can only be changed by a user with administrative privileges. To change a reservation, view the reservation and follow the Change reservation link at the bottom.

In this page, you can change a participant's partner status, as well as their registration to any of the activities in the event. To remove an activity from the reservation, set the Quantity of that activity to 0; otherwise, enter the number of participants to reserve for.

Cancelling reservations

Note that any invoices attached to the reservation need to be refunded (credited) first, so you may need to issue a credit note before canceling the reservation, otherwise the system will issue an error saying “It is not possible to cancel this reservation because the balance with the attached invoices is not zero”, and you will be presented with a list of invoices attached to the reservation.

To refund an invoice, view the invoice and click on the Refund invoice link at the bottom to create a credit note. The next page will show a negative amount that will correspond to the balance of the unpaid invoices. You can add a description to the credit note, and optionally you can send an e-mail to the participant to notify him/her (e-mail is sent by default).

To cancel a reservation, follow the Cancel reservation link when viewing a reservation. In the following page, confirm the cancellation by checking the Cancel checkbox, provide a description in the Reason text box, and optionally send an e-mail to the participant (e-mails are sent by default).


You can take a look at the evolution of the event by looking at the graphs with the history of reservation and invoiced amounts.



Notes can help you keep track of details of a developing event.

You can add notes to different objects in an event:

A time stamp will be added to each note, and you can also delete them when they are no longer relevant.

Reservation remarks

The remarks a participant adds to a reservation while submitting it are always visible when viewing a reservation, and in the row for the reservation list a small icon will indicate that a note is awaiting your attention. After taking care of it, you can click on the toggle remark status in the reservation view to grey the icon out.

E-mail a participant

You can send an e-mail to a participant regarding a reservation by clicking on the Send message link when viewing a reservation. Note that the system does not keep track of messages sent this way, so you may want to add a note (see above).


Mass mailings are meant to spread information relevant to all participants of an event, i.e., to everyone with an active (paid or unpaid) reservation. It is a good idea to also post this information on other channels, such as your own website, Facebook and Twitter.

admin/management_walkthrough.txt · Last modified: 2011/10/26 08:25 by pablo
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