Registrations
How one entry per Pass is created, confirmed, locked, changed, and cancelled
A Registration is one entry into one Pass of one Event. A buyer starts one as a draft; an organizer can also issue one already confirmed. Either way, an Order confirms it, and this page covers the entry itself: how many you get, what each status means, and what you can change afterwards.
Kinds
Individual or team
Team is a kind of Registration, not a separate record
Statuses
Draft, pending, confirmed, cancelled
A fifth status, expired, is defined but never set today
Created by
Checkout, organizer, or import
Confirmed by
A paid or free Order
It reserves capacity at that moment
Attendance mode
In person or online
Chosen once, never edited
Roster lock
One of four rules
Submission, approval, confirmation, or Event start
The records around an entry
| Question | Record |
|---|---|
| What was bought, and for how much? | Order |
| What claim on a Pass exists? | Registration |
| Who is coming? | Participant |
The buyer is not automatically a Participant. Paying creates a Registration and places inside it, not a person entry for the buyer.
One entry per place
- An individual Registration has exactly one current Participant.
- A team Registration has several places, and a place can stay unnamed until its details are required.
- A batch creates at most 10 drafts, all for the same Event.
- One Order line of quantity N fulfils N Registrations.
- A team line is always one Registration, whatever the member count.
- A Pass can allow up to 50 Registrations per Order, but one checkout carries at most 10 entries.
- A team holds between 1 and 100 places, within the Event's own team bounds.
So quantity is not a number stored on the Registration. It is how many Registrations you created and checked out together.
Lifecycle
Diagram source
stateDiagram-v2
[*] --> draft
[*] --> confirmed: organizer issues
draft --> pending: buyer submits
draft --> cancelled: cancelled
pending --> confirmed: Order confirms
pending --> cancelled: cancelled
confirmed --> cancelled: cancelled
confirmed --> [*]
cancelled --> [*]| Status | What it means |
|---|---|
| Draft | Started but not submitted. No admission, no shareable link. |
| Pending | Submitted. Waiting for approval, payment, or capacity. |
| Confirmed | An Order confirmed it and capacity was taken. |
| Cancelled | Terminal. No future admission for any Participant. |
| Expired | In the schema, but nothing sets it. Treat it as reserved. |
Drafts are private by design. A buyer can abandon one without leaving a claim on the Event.
What confirms an entry
A free checkout confirms at once: the Order is created as confirmed, and every attached Registration becomes confirmed in the same transaction.
A paid checkout does not: it creates a payment attempt with a 15-minute window. If the provider confirms inside the window, the Order and its Registrations confirm. If the window closes, the attempt is marked expired and each Registration goes back to pending with no Order item, so the buyer can try again.
Capacity is checked before anything is written, across three ceilings:
- the Event,
- the Pass,
- each Event session the Pass admits.
If any ceiling would be exceeded, checkout fails and no Order exists. A confirmed entry counts toward capacity by Registration or by Participant, depending on the Pass setting.
Approval is not a confirmation
An approved entry still needs an Order. Approval reserves no seat and no price. If the Event sells out while an approved buyer is paying, the checkout fails even though the approval stands.
The roster can lock
A Pass picks one rule. Once that milestone is reached, the roster stops accepting ordinary buyer edits.
| Rule | Locks when |
|---|---|
| At registration submission | The buyer submits the Registration form |
| At approval | An organizer approves the Registration |
| At confirmation | The Order confirms |
| At Event start | The Event's start time passes |
A cancelled or expired Registration is locked as well. An organizer with the right permission can still replace a person after the lock; that is an explicit override, and it is recorded.
Transfer, switch, and bulk moves
These are different operations, and only one of them touches money.
Transfer
- Keep the same Pass and Event.
- Move the entry to a different Account.
- No Order, refund, or ledger entry changes.
- An individual transfer retires the old Participant and creates a new one.
- A team transfer moves ownership; the places stay put.
Switch
- Move to a different Pass, in the same or another Event of the Organization.
- Cancel the source and create a new Registration.
- Settle the price difference with a refund, a new charge, or a complimentary Order.
- Switching into a Pass that needs approval is refused.
Both operations require a reason and both are refused if the entry already has a CheckIn, unless the operator ticks the override. A bulk reassign moves every confirmed Registration of an Event or Pass to one destination Pass, and cannot take online payment because each payer must pay for themselves.
Cancelling is not refunding
Cancelling needs a reason. When you also request a refund, the money moves first and the cancellation commits after, so a buyer is never cancelled without the refund you asked for.
A paid entry can be cancelled with no refund only by someone holding the cancel permission. A buyer cannot give up their own refund by accident.
Cancelling blocks future admission. Refunding alone does not: it returns money and leaves the entry valid. Whole-Event cancellation cancels the affected entries but keeps their rows and totals for reporting.
Forms seal once
Each Event has a versioned form. Every answer stores the version it was submitted against.
The first submission seals the payload. Sending the same answers again returns the saved result. Sending different answers returns a conflict, and there is no ordinary edit after submission; a correction is a separate, explicit action.
Related
- Participants — the people inside an entry
- Approvals — the review round
- Requirements — the conditions before a gate
- Orders — the commercial record that confirms an entry
- Check-in — admitting the people inside it