Creating and Applying Rollover Credits

Table of Contents

1. Introduction
2. Understanding Rollover Credits
3. Applying Rollover Credits
   1. Automatic vs. Manual Rollover Credits
4. Step-by-Step Guide to Apply Rollover Credits
   1. Navigating to the Rollovers Section
   2. Applying Credits to Events
5. Adding Rollover Credits Manually
   1. Steps to Add a Manual Rollover Credit
6. Viewing and Managing Credits
   1. For Runners with Accounts
   2. For Runners without Accounts
7. Important Notes
8. FAQs

Introduction

Rollover Credits allow race directors to provide participants with the flexibility to cancel their registration for an event and receive a credit towards future events. This guide will help you understand how to set up, apply, and manage rollover credits effectively within your event registration system.

Understanding Rollover Credits

Rollover Credits can be issued either automatically through the Auto Credits feature or manually by the race director. These credits are created in the current year of the event and need to be applied once the event has been renewed for the following year. This ensures that participants can use their credits for upcoming events seamlessly.

Applying Rollover Credits

Automatic vs. Manual Rollover Credits

• Automatic Rollover Credits: Issued through the Auto Credits system based on predefined rules and criteria.
• Manual Rollover Credits: Created and managed manually by the race director for specific participants or situations.

Both methods allow you to provide credits to participants, but they require different steps for setup and application.

Step-by-Step Guide to Apply Rollover Credits

Navigating to the Rollovers Section

1. Access Your Registration Page: Log in to your account and navigate to the Registration section.
2. Go to Event Setup: Click on the Event Setup tab to access event-related configurations.
3. Select Rollovers: Within the Event Setup tab, click on Rollovers to open the Rollovers management page.

Applying Credits to Events

1. Toggle Apply Credits: In the Rollovers tab, locate the toggle labeled Apply Credits and enable it.
2. View Available Credits: Below the Apply Credits toggle, you will see a list of credits that have been created for the current year.
3. Set Credit Expiration Date: For each credit you wish to apply, set an expiration date to ensure credits are used within the appropriate timeframe.
4. Apply to Events:
   1. Choose whether to apply the credit to:
      1. All Events within a Group: If your events are linked by a Group ID, the credit can apply to any event within that series.
      2. Individual Events: Select specific events to which the credit should be applied.
5. Finalize Application: After selecting the appropriate events and setting expiration dates, click Apply Credits to activate the credits for the current year.

Adding Rollover Credits Manually

Steps to Add a Manual Rollover Credit

1. Access the Rollovers Section: From the Registration page, go to Event Setup and then click on Rollovers.
2. Expand Add Rollover Credit Section: Toggle and expand the section labeled Add Rollover Credit.
3. Enter Runner’s Order ID: Input the Order ID of the runner who is eligible for the rollover credit.
4. Select Credit Type: Choose the type of credit to apply: Percentage-Based: Assign a percentage of the registration fee as a credit. Fixed Dollar Amount: Assign a specific dollar amount as a credit.
5. Specify Credit Details:
   1. For Percentage-Based Credits: Enter the desired percentage (e.g., 100% for a full refund).
   2. For Fixed Dollar Amount Credits: Enter the specific dollar amount you wish to credit.
6. Choose Application Year: Determine whether the credit applies to the next year or the following year’s event.
7. Add the Credit: Click Add Credit to finalize the manual rollover credit for the selected runner

Viewing and Managing Credits

For Runners with Accounts

• Access Registration History: Runners can log in to their accounts and visit their Registration History to view any applied credits.
• Apply Credits During Registration: When registering for a new event, the available credits will automatically total in the cart, allowing runners to apply them to their purchase.

For Runners without Accounts

• Credit Linked to Organization: If a runner does not have an individual account, their credit will be linked to their organization's account.
• Credit Application: During the registration process, the credit will total in the cart and can be applied to the event registration.

Important Notes

Semi-Automated Process: While much of the rollover credit process is automated, timing can affect the application of credits. The new event must be created after the rollover credit event for credits to be applied correctly.

Tracking Credits: You can track the rollover credits you have created in your rollover page, and once the event is renewed, the credits can be applied making them available for use.

FAQs

Q1: What is a rollover credit?

A1: A rollover credit allows participants to cancel their registration for an event and receive a credit that can be applied to future events.

Q2: Can I apply rollover credits to any event?

A2: Rollover credits can be applied to any event within a series linked by a Group ID or to specific individual events as configured.

Q3: How do participants view their rollover credits?

A3: Participants with accounts can view their credits in their registration history. Those without accounts will have credits linked to their organization and see them during the checkout process.

Q4: What happens if I forget to apply rollover credits after renewing the event?

A4: If credits are not applied, participants may not be able to use them for future registrations. It is crucial to apply credits promptly after event renewal.