If a program is canceled for any reason, the system has the ability to bulk cancel all of the registrations and return the amount paid as a user credit for the household to use in the future.
Important Notes:
For direct credit card refunds, those refunds must be done individually
If you need to send an email to all participants letting them know the program is canceled and they will be receiving a credit on their account, it is easier to do this before a bulk credit/refund is done. To send bulk email notifications to these users by contacting customers from the roster.
You must have permission to remove users from rosters to perform this function
Instructions
Navigate to Activities, then to Activity List
Locate the activity and session you need to cancel and click View to navigate to the roster
Select the Contact(s) you would like to refund user credit to, or click the first checkbox to select all
Select Credit/Refund
Configure refund options
Participants: This list is populated from the contacts you chose to refund
Credit Amount: If needed, adjust the credit amount
Note: Credit amount may not require adjustment when an Admin Fee is selected.
Reverse Addons/Discounts: Select to reverse any addons or discounts
Remove From Roster: If checked, the participant(s) will be removed from the activity's roster
Note: If desired, add a note regarding the refund
Admin Fee: Select an option from the drop-down; this is based on and cannot be greater than the Credit Amount
Adjust Admin Fee: If checked, you may set the admin fee to a custom amount
Adjusted Admin Fee: Enter the custom fee
Select Preview Credit/Refund
View the Credit/Refund Summary and select Submit Credit/Refund
Refunded user(s) will disappear from the roster
Note: For more information about user account credit, see our resource on User Credit Conversion