How do I make an alteration to an event entry?

As an event organizer from time to time you will need to alter an event entry. There are two ways to alter an event entry; front-end alterations and back-end alterations.

If there is not yet an event entry to alter, you may wish to consult this article on making manual additions to events.

Note: The former will need to have been enabled by the NGB or other Event Admin - it can be configured to be available to End Users on an Entry Stage basis (from the Event Admin Panel, select the relevant Entry Stage > Entry Stage Options > Data Alterations), the latter is only accessible to those with access to the Event Admin Panel.

Front-end alterations:

Front-end alterations are primarily used for simple changes, e.g. changing a weight class or swapping between entry options which have the same cost, resulting in no outstanding balance to pay, but as of June 2022, these can also be used for alterations where there is a NET POSITIVE balance to pay.

1. Login
2. Click ‘Events’ (or ‘Courses’/ ‘Tournaments’, depending on which Types are used on that Domain)
3. Find the event you entered
4. Open your entry form by clicking on Actions > Edit or the ‘Complete’ icon
5. Select 'Edit Entry'
   • Note: Edit Entry will only be available up to the number of days before the Event Start Date that the Event Admin configures to be possible
6. Use the 'Additions' and 'Removals' sections to update your Entry Options and click 'Submit' to process
7. If you have a balance to pay, this will now be in your Cart / Basket
8. Once paid, your event entry will update

Note: You must be the Individual or Organization which processed the original Entry to be able to amend it.

Back-end alterations (for Event Admins ONLY):

1. Login (make sure you switch into the account that has access to the event)
2. Click ‘Events Admin’
3. Locate your event and click the settings button to access the admin panel of the event
4. Click ‘Manual Alterations’ for the relevant Entry Stage
5. Read the notices as this information is very important
6. Type the email address or organization name that was used to make the original entry in the field box
   • Note: When an organization has entered the individual, you will need to use the name, as opposed to email address. 
7. Click anywhere outside of the email box on screen or use the 'Tab' button to then initiate the additions and removals 
8. Click the ‘+' icon next to 'Removals’ and select the items you would like to remove from the entry and the quantity (this will most likely be "1") as well as any override cost - see below
9. Click the ‘+' icon next to ‘Additions’ and select the items you would like to add to the entry and the quantity (this will match the quantity you are removing) as well as any override cost - see below
10. Click 'Submit'
11. The entry has now been altered, but double-check to make sure the entry alteration has been made in the manner you intend

Override Costs:

‘Override Costs' are used for the purpose of charging the difference for the item that is being altered. For example, if the entrant entered category ‘A’ charged at $/£ 10 and they are going being altered into category 'B’ which is $/£ 20. The extra $/£ 10 can be charged via 'override costs'. This tool must not be used for refunding an event entry.

Override Costs work on the CURRENT sale price of an ADDITION, and the PRICE PAID for a REMOVAL.  Be sure to remember this if you have Early Bird and/or Late Entry Fees set up.

Example:

If a category was $10 and the new category is $20

• To charge the $10 addition automatically, leave both the addition and removal boxes blank - the Platform will automatically calculate the difference and add this to the user’s cart
• To charge the $10 addition manually, put a ‘0' in the removals and '10’ in the additions - this is the calculated price difference between the old category and new category
• To charge $20 addition (i.e., for wanting to charge the whole fee of the new event), put '0' in the removals box and leave the additions blank - the Platform will add the whole price of the new category to the user’s cart
• To not charge anything for the change, put a '0' in both the additions AND removals boxes - the new category will not go into the basket and user will not be charged

If a refund is due for the category change, we strongly recommend not using the manual alteration piece. Alternatively, either refund the original entry and re-enter the individual into the correct category, or offer a discount code for future events.

Note: Making an alteration will never refund an entrant. Not only that, if you then need to retrospectively refund a purchase you won't be able to do that from within the Platform either. Running an alteration effectively removes the original item and replaces it with the new one.