There are times when one attendee can no longer attend a session, and another attendee needs to take their place. This section explains how to add the session to a second attendee through multiple registrations, cancel it for the original attendee using single cancellation, and process a refund if applicable.

The process is completed in three parts:

1. Add the session to the new attendee
   
2. Cancel the session for the original attendee
   
3. Issue a refund (if required)
   

When should you use this?

Use this flow when:

1. A paid session needs to be transferred from one attendee to another
   
2. The replacement attendee is not yet registered for that session
   
3. The original attendee should be removed and refunded
   

Part 1: Add the Session to the New Attendee

1. Add a New Registrant

1.1 Open the relevant Sales Order

 
1.2 Click Add Ticket

 
1.3 Select New Registrant

2. Select the Registrant

2.1 Use the Search icon under Search Contact.

2.2 Locate the required contact and select to continue.

 
 
2.3 Click Next to move forward.

2.4 Enter the required basic details under Add More Registrants

2.5 Click Next

3. Select the Session Ticket

3.1 Under Add More Registrants, select the required paid session

3.2 Click Next

At this point, the second attendee is added to the Sales Order with the selected session.

Part 2: Cancel the Session for the Original Attendee

1. Cancel the Session

1.1 Open Cancel Sales Order

1.2 Locate the original attendee 
1.3 Click Cancel next to their Registrant ID

 
1.4 Enter the Reason for Cancellation

1.5 Click Cancel Confirm

The session is now cancelled for the first attendee.

Part 3: Issue a Refund (If Applicable)

If the original attendee needs a refund (in case of paid session), follow the steps below.

1. Start the Refund Process

1.1 Click Issue Refund

 
1.2 Select Manual Refund

2. Enter Refund Details

2.1 Fill in the required fields:

1. Transaction Method
   
2. Confirmation ID
   
3. Amount: Refund amount
   
4. Description: Optional notes
   
5. Status: As applicable
   

3. Confirm the Refund

A refund record appears under How much do you want to refund

3.1 Click Confirm Refund

3.2 Click Confirm

A confirmation message appears: 

“Refund transaction created”

Part 4: Record the Payment

1. Add the Payment Entry

1.1 Go to Payments 

1.2 Select Add Payment

1.3 Choose Billing Options and click Next.

1.4 Under Payment Type, select Other.

1.5 Enter the Confirmation Number

1.6 Click Add Payment.

A Payment Transaction record is created successfully.

Results:

1. Session added to the new attendee.
   
2. Session cancelled for the original attendee. 
   
3. Refund issued and recorded correctly.
   
4. Sales Order remains accurate and auditable.