Deep Dive – TransferRules

Participants can make changes to their registrations and personal details based on a set of rules that you – the organiser – control through settings on the administration system. This article describes in detail how to allow participants to change the RACE associated with their registration. This is accomplished using TRANSFER RULES.

TRANSFER RULES come in two different types; RACE TRANSFERS and EVENT TRANSFERS. RACE TRANSFERS are typically most often used to allow your participants to change from one race distance to another (e.g. upgrade from Half Marathon to Marathon or downgrade from 10km to 5km). EVENT TRANSFERS are more typically used to allow your participants to change their registration to an entirely different event (e.g defer registration from this year’s event to next year’s event).

IMPORTANT > THE INFORMATION BELOW IS UNDER REVIEW DUE TO CHANGES TO THE TRANSFER SYSTEM FUNCTIONALITY

How is it accessed?
To use this function, the participant should view their registration on Dashboard. At the top of screen, a Make Change button will appear with a drop-down list attached. An item on this list will be “Race-to-Race Transfer”.

Race Transfer Rules
Al;though it is under review, the current setup of Race-to-Race Transfers requires you to define all of the possible “from” and “to” scenarios available for this change rule in a separate Race Transfer Rules table. You can access this from the Actions menu, which is the drop down list that appears to the right of the Edit button on the Change Rules screen. The Race Transfer Rules option is only available on Action buttons attached to Race Transfer rules.

Once you are in the Race Transfer Rules screen, you can set the “from” and “to” races for each available transfer and specify if a fee should be charged. If you have an administration fee defined for the Change Rule then the specific race transfer fee will be added to this to arrive at the total fee for the transfer.

How are admin fees processed?
If you are charging an Administration Fee for this race-to-race transfer – or you are charging a transfer fee for the particular transfer selected – Director will check for an SKU defined for this change rule and will also check for a Default Store for the registration event (set on the Event Dashboard). Provided these exit, a new cart will be created in the default store and the fee will appear in the cart attached to the SKU selected in the Change Rule. The available payment methods for the participant to make payment of the fee will be those defined in the default store for Public checkout. When payment is successful, Director will complete the transfer.

Which details are updated?
When a transfer is successfully processed, the registration will be attached to the new Event/Race combination specified. A new bib number may be issued and the participant’s division will be re-calculated based on the new details.

Important! If the registration was transferred to a different event …
– any questions/answers which don’t exist in both events will remain unanswered
– the waiver for the new event is NOT shown during the transfer process
– any Team selected on the registration will be removed
– the original cart for the transaction will be unaffected, therefore the registration may be attached to a cart that is for a store outwith the new event.