Setting Up Auto Credits

Table of Contents

1. Introduction
   1. Accessing the Auto Credits Feature
   2. Configuring Auto Credits
   3. Selecting Applicable Events
   4. Choosing Credit Types
   5. Defining Cancellation Rules
   6. Setting Discount or Refund Parameters
2. Finalizing Auto Credits Setup
3. How Auto Credits Work for Participants
4. Additional Notes
5. FAQs

Introduction

Auto Credits streamline the process of managing refunds and credits for event participants who need to cancel their registrations. By configuring Auto Credits, race directors can automatically handle cancellations based on predefined rules, reducing manual workload and ensuring consistent participant experiences.

Accessing the Auto Credits Feature

1. Navigate to the Registration Page: Open your event page.
2. Expand the Event Setup Tab: On the registration page, locate and expand the Event Setup tab.
3. Select Auto Credits: Within the Event Setup tab, click on Auto Credits to access the configuration settings.

Configuring Auto Credits

1. Selecting Applicable Events

• Choose Event Scope:
  • All Events: Apply Auto Credits settings to every event you manage.
  • Single Event: Apply Auto Credits to a specific event of your choice.
• Select Specific Events (if applicable): If you choose to apply to single events, select the desired event(s) from the list provided.

2. Choosing Credit Types

Credit Options Available: Choose the credit type that best fits your event’s refund or cancellation policy.

• Future Event Credit: Grants participants a credit usable towards any future event within a linked series of events (grouped by a common Group ID).
• Refund to Participant’s Card: Automatically refunds the participant's payment back to their original payment method.
• Rollover Credit: Rolls over the credit to the next year’s event, allowing participants to apply it when the event is held again.

3. Defining Cancellation Rules

Select Rule Type:

• Cancellation XXX Days Before Event: Sets a rule based on the number of days before the event date when a participant cancels.
• Cancellation XXX Days After Registration: Sets a rule based on the number of days after a participant registers when they can cancel.

Specify the Number of Days: Input the exact number of days that define your cancellation window based on the selected rule type.

Examples:

• 90 Days Before Event: Participants receive a 100% refund if they cancel 90 days prior to the event date.
• 30 Days After Registration: Participants can cancel within 30 days of registering and receive a credit or refund as per the configured settings.

Setting Discount or Refund Parameters

Choose Discount or Refund Type:

• Percentage-Based: Participants receive a percentage of their registration fee as a credit or refund.
• Fixed Dollar Amount: Participants receive a specific dollar amount as a credit or refund.

Configure the Amount:

• For Percentage-Based: Enter the desired percentage (e.g., 100% for full refunds).
• For Fixed Amount: Enter the specific dollar amount to be credited or refunded.

Example Configuration:
Credit Type: Future Event Credit
Rule Type: Cancellation 90 Days Before Event
Discount Type: 100%
Outcome: Participants receive a full refund if they cancel 90 days prior to the event date.

Finalizing Auto Credits Setup

1. Review Configuration: Ensure all selected options align with your event’s refund and credit policies.
2. Save Settings: After verifying all configurations, save your Auto Credits settings to activate the rules.
3. Testing (Optional but Recommended): Conduct a test cancellation to ensure that Auto Credits are applied correctly based on the configured rules.

How Auto Credits Work for Participants

1. Participant Cancellation: When a participant decides to cancel their registration, they can do so through their registration history. (See Runner Guide)
2. Automatic Application of Credits: Based on the rules you’ve set, the system automatically:
   1. Issues a Refund: Refunds the participant’s payment method if within the eligible cancellation window.
   2. Issues a Future Credit: Provides a credit that can be used for future event registrations.
   3. Creates a Rolls Over Credit: Transfers the credit to the next year’s event if applicable.
3. No Manual Intervention Required: The entire process is automated, ensuring participants receive refunds or credits promptly without additional actions from race directors.

Additional Notes

Rollover Credits: If you select the rollover credit option, ensure to manually apply the credits to the next year’s event when it takes place.

Credit Linking: Future Event Credits are only applicable to events linked by a common Group ID, ensuring credits are usable within a specific series of events.

System Automation: The issuing of credits or refunds is handled automatically based on the parameters and rules you set, reducing administrative overhead.

FAQs

Q1: Can I apply different credit types to different events?
A1: Yes, when configuring Auto Credits, you can choose to apply credits to all events or select specific events to have unique credit types.

Q2: What happens if a participant cancels outside the defined cancellation window?
A2: If a participant cancels outside the set cancellation rules, the system will not apply any credits or refunds automatically. You may need to handle such cases manually based on your policies.

Q3: Can participants choose between a refund and a credit when canceling?
A3: The current setup automatically applies the credit type you have configured. Participants do not have the option to choose between different credit types during cancellation.