Registrations
Use this page to work your registration list: mark e-transfers paid, give people a site or room, and check them in on the day.
Quick steps
When an e-transfer arrives:
- Click Registrations in the top navigation bar.
- Type the person's name, email or licence plate in the search box and click Apply.
- Click Mark paid on their row. Any site they picked is now confirmed.
To give someone a site, room or RV:
- Click their name to open the registration.
- At the bottom of Logistics, pick a unit from the list and click Assign.
On event day:
- The night before, click Event day sheet, then Print this sheet.
- At the gate, find each person and click Check in.
Common questions
Someone paid by e-transfer but still shows "Owes". Nobody has clicked Mark paid yet. Card payments mark themselves; e-transfers need a committee member.
The Mark paid button came back on someone who had paid. Their total went up after they paid — a guest or hoodie was added, for example. Owes $X shows the difference. Collect it, then click Mark paid again.
Their site says "Hold expired". They didn't pay within 72 hours, so the site goes back to the pool. If they pay later, mark them paid and assign a site again.
Can I undo a check-in? No, there is no button to undo a check-in.
The Delete button refuses. The registration has money recorded against it. Click Record refund first, or use Cancel registration to keep the record.
More detail: the list — figures, filters and columns
Registrations in the navigation bar opens Trail Registrations — "Event registrations, payment, and on-site check-in". This is where the committee works: checking who has paid, placing people in sites and rooms, and checking them in on the day.
The Figures Across the Top
| Tile | What it counts |
|---|---|
| Registered | Every registration that is not cancelled. |
| Checked In | Registrations that have been checked in. |
| Unpaid | Registrations, not cancelled, whose amount paid is less than their total. |
| Needs Accommodation | People who asked the committee for a site, room or on-site RV and have not been given one yet. Someone who has since been assigned a unit, or who is on their own booking, is not counted. |
| Owed a Refund | Only shown when it is more than zero. Registrations that have paid more than they now owe — usually because the committee corrected the registration after the money arrived. Click it to see who. |
Finding a Registration
| Filter | Options |
|---|---|
| Type | All types, Veteran, Non-Veteran, Volunteer |
| Status | All statuses, Unpaid, Paid, Owed a refund, Checked In, Cancelled |
| Accommodation | Everyone, or Needs a spot (asked for somewhere to stay and has not been given it yet) |
| Search (name, email, plate) | First name, last name, email or licence plate |
Click Apply to filter, Clear to start again.
Paid and Unpaid are about money. A registrant who has paid in full counts as Paid whether they paid by card or you marked their e-transfer. Checked In and Cancelled are about attendance.
The columns
| Column | Shows |
|---|---|
| Name | Click to open the registration. |
| Type | Veteran, Non Veteran or Volunteer. |
| Contact | Email and phone. |
| Vehicle | Make, model and plate — or Needs a ride if they said they are not bringing a vehicle. |
| Party | The registrant plus their guests. |
| Staying | The site or room they are in. A site held for payment shows Held · [time] left, or Hold expired. Own booking means a site they booked themselves. Needs a site / room / RV means they asked and are still waiting. |
| Coins | Their raffle numbers, such as 31–33. |
| Total / Paid | The total, with Paid, Owes $X or Owed back $X underneath. |
| Check-in | A Check in button while they are expected, or Checked in / Cancelled. |
| Actions | Mark paid, while money is still owed. |
More detail: checking in and marking payments
Checking Someone In
Click Check in on their row in the list, or at the top of their registration. The time is recorded, and the button becomes a green Checked in badge.
Checking in does not touch payment. If they still owe money, the Total / Paid column keeps saying so, and you can still mark them paid afterwards.
There is no button to undo a check-in.
Marking a Payment
When an e-transfer arrives in your bank account, find the registration and click Mark paid — in the list or on the registration itself. The amount paid is set to the full total, and [Name] marked paid. appears.
At the same time:
- Their site or room is confirmed. The 72-hour hold stops, and the unit is theirs.
- The payment is recorded as a sale, so it appears in your sales reports (and QuickBooks, if you use it). If that step fails, you see Payment recorded, but posting it to the books failed — tell an admin before month end. The registration still shows as paid.
- If their hold had already run out, the site has already gone back to the pool. You see [Name] still has no site — assign one below. Assign them a unit from their registration.
Mark paid always records the whole total. It is hidden once the registration is paid in full, and on cancelled registrations. If the total goes up later — for example you add a guest — the button comes back. Clicking it again records only the difference.
Card payments made on the form are recorded automatically. You don't need to mark them.
More detail: a registration up close, and assigning sites
A Registration Up Close
Click a name to open the registration. The buttons at the top are Back, Check in, Mark paid, Record refund, Edit, Cancel registration and Delete. Each appears only when it applies.
The page shows:
- Registrant — contact details, address and Medical / allergies.
- Vehicle & driver (or Volunteer for volunteers) — the vehicle, plate, experience, mods, and t-shirt and hoodie sizes.
- Guests — each guest, their age band, shirt and hoodie, (Vet) if they are a Veteran, and what they are being charged.
- Payment — every charge on its own line, then Total, Paid, Balance (or Owed back) and Method. The lines always add up to the total. If a registrant chose card but never finished paying, Method says Card expected — nothing paid yet.
- Coins — how many they bought, their Raffle numbers, and Engrave (their initials, for coins engraved ahead of time).
- Logistics — check-in time, accommodation, party size, whether they offered a shotgun seat, and when they ticked the site terms and the refund policy on the form.
Assigning a site, room or RV
The bottom of Logistics shows where they are staying, along with any notes they wrote about their site.
- To place them, pick a unit from the list and click Assign. The list shows only units that are free and of the right kind. A Veteran who asked for accommodation can be placed in either a room or an on-site RV.
- To move them, pick another unit and click Move.
- To give the unit back, click Release [unit] and confirm.
When the event weekend's Arrival day is set in Settings, assigning a unit to someone who has not paid in full starts a 72-hour hold. The page shows Held pending payment — released in [time] or, once time is up, Hold expired. Holds are checked every hour. An expired hold is released, the unit goes back to the pool, and the registration no longer has one. Mark paid before then keeps it.
If nothing is listed, the page tells you why. Either every unit of that kind is taken, or none are set up yet — in which case add them under Lodging and set the unit type's Category. Use site for sites. Rooms and on-site RVs need a Category of their own, such as room or rv.
More detail: correcting a registration
Correcting a Registration
Click Edit. Saving recalculates the total — "Correct a registration — totals recalculate on save".
You can change:
- Registering as (Veteran, Non Veteran, Volunteer). Changing this re-prices the entry fee at the current fee.
- Contact details, address and medical notes.
- Merchandise & extras: t-shirt size, hoodie size, Ordered a hoodie, Commemorative coins, Gift certificate ($), Veterans sponsored, Donation ($), Offering a shotgun seat.
- Guests: change a guest, tick Remove this person, or click Add a person. Each guest shows what they cost now, and what they will cost after saving if that is different. A new row with no first name is ignored.
- Vehicle: make, model, licence plate, mods.
- Accommodation, Accommodation notes and Committee notes.
A few things to know:
- Guest age range is a typed box here. Type
0-6,7-15or16+exactly so the guest is priced by that age band. Anything else is charged the Passenger → Non-Veteran fee from Settings. - Coin numbers never change once issued. Adding coins gives the next numbers in sequence. Lowering the count drops the highest numbers from this registration, and those numbers are not given to anyone else.
- Changing Accommodation releases the unit they had.
- You cannot change a sponsor code or the assigned unit here. Assign units from the registration page.
If the corrected total is now less than they have paid, the registration shows Owed back and appears under the Owed a Refund tile.
More detail: refunds, cancelling and deleting
Recording a Refund
Refunds are recorded, not sent. Send the money back yourself — through your bank for an e-transfer, or in your Helcim account for a card payment — then record it here.
- If they have paid more than they owe, the button reads Record $X refund, for exactly the overpayment.
- Otherwise it reads Record refund, for everything they have paid.
Confirm, and the amount paid goes down by that amount. The sale that recorded their payment is reversed too, so your reports no longer count the money. If that reversal fails, you see Refund recorded, but reversing it on the books failed — tell an admin before month end.
Deleting a Registration
Delete removes the registration for good and releases any site or room it held. Use it for entries made in error or test entries.
- A registration with money recorded against it cannot be deleted. You see [Name] has $X recorded against them. Record the refund first, or cancel the registration instead of deleting it. Record the refund, then delete.
Cancel registration asks you to confirm, then keeps the record but marks it Cancelled and releases any site or room it held. Any refund is recorded separately with Record refund. Cancelled registrations are kept on the list under the Cancelled filter and left out of the counts, the event day sheet and the report. A cancelled registration no longer uses up its sponsor code.
More detail: exporting, the event day sheet and the report
Exporting
Export CSV at the top of the list downloads a spreadsheet of registrations. It uses the Type, Status and Accommodation filters you have applied, but not the search box.
It has one row per registration. The columns cover contact details and medical notes, the vehicle and Needs A Ride, sizes, the accommodation, assigned unit, nightly rate, site charge and Hold Expires, sponsorships, donation, coins, Coin Numbers and Engrave, gift certificate, party size, each guest's details, and the money: Entry Fee, Total, Paid, Balance and Paid In Full. It ends with Attendance and Checked In.
The Event Day Sheet
Event day sheet is the printable list to take to the gate. It lists every registration that is not cancelled, sorted by last name.
- Filter buttons across the top: Everyone, Veterans, Non-Veterans, Volunteers.
- Totals: Registrations, People on site, Still to pay and Outstanding (the dollars still owed).
- What to pack: t-shirts and hoodies by size, and how many coins, counting registrants and guests together.
- The list: a tick box, the name (with their guests and their sizes underneath), type, Paid (Yes, or the amount owing in red), Staying, Swag and phone. Anyone who asked for somewhere to stay but has not been given it reads, for example, Site — NOT ASSIGNED in red.
Print this sheet prints it without the buttons, and keeps each row on one page. Download CSV gives the same sheet as a spreadsheet.
The Trail Registrations Report
On the Reports page, the Trail Registrations card opens a summary for the committee:
- Registrations and people on site, Collected (with how many paid in full), Outstanding (with how many still to pay) and Waiting on a site — people who asked the committee for a site, room or RV and have not been given one yet. Someone on a site they booked themselves is not counted.
- Filters by Type and Status (Any, Unpaid, Paid, Checked In).
- By registration type — count, collected and outstanding for each type.
- Merch to order — t-shirts and hoodies by size, and coins.
- A list of registrations with total, balance, where they are staying and their swag.
It has buttons for the Event Day Sheet and Export CSV. Cancelled registrations are not included.
More detail: troubleshooting and best practices
Troubleshooting
Someone paid by e-transfer but still shows "Owes". Nobody has clicked Mark paid yet. Card payments mark themselves. E-transfers need a committee member to mark them.
The Mark paid button came back on someone who had paid. Their total went up after the payment — a guest or a hoodie was added, for example. Owes $X shows the difference. Collect it, then click Mark paid again.
"Hold expired" on someone's site. They have not paid within 72 hours. Once the hourly check runs, the site goes back to the pool. If they pay after that, mark them paid and assign a site again.
The Delete button refuses. The registration has money recorded against it. Record the refund first.
Best Practices
- Mark e-transfers paid the day they arrive. That confirms the registrant's site before their 72-hour hold runs out.
- Check the Owed a Refund tile after corrections. Money you owe back only shows up there and on the registration itself.
- Print the event day sheet the night before, and download the CSV as a backup in case the gate has no signal.
What's Next?
- Event Registration Overview — settings, fees and how it all fits together.
- The Registration Form — what registrants see.
- Sponsor Codes — codes that take money off the entry fee.