Batch Cancel event registrations

Use the query tool to batch cancel event registrations.

1. Click Queries / Reports in the top navigation bar.

2. Click Quick Query and select the base of Prospects (or Applications for Application-scoped events).

3. Add a subquery filter and join to Form Responses and select the appropriate event instance.

4. Add at least one export to your query.

5. Run the query.

6. From the output, select Interaction (or Activity for Application-scoped events) and enter the following configurations in the popup window:

   • User - Select a user (optional)

   • Code - Forms and Events

   • Category - The Folder of the cancelled event

   • Instance - The cancelled event

   • Status - Cancelled

   • Date - Defaults to today's date

7. Click Submit.  An interaction will now be added to the timeline of the affected records indicating the event registration has been cancelled.

NOTE: This will cancel any related events AND remove any event payment due activities.

Set custom unavailable message for cancelled events

In order to cancel an event in Slate, change the status to 'cancelled.' When the status of cancelled is selected, users now have the option of setting a custom message. Cancelled events will not appear on event landing pages, and the custom message will display if students access the registration page from a previously-provided communication.

The custom message will appear on the event page(s):

If no custom message is set, the default message will say the event has been cancelled. If an event is cancelled, users cannot administratively register records for the event. If a registration should be added to the event, the event will need to be marked as Confirmed/Active or Tentative. Administrative registrations will also see the custom unavailable message.

Event communication trigger of "Upon Event Cancellation"

When creating a new event communication, a new trigger for "Upon Event Cancellation" is available. This message will be sent out to all registrants and waitlisted students at the time of the event cancellation.

Event communication group options for "Upon Cancellation" (for registrations that are administratively cancelled)

Existing "Upon Cancellation" emails will continue as normal (sending only upon direct cancellation), but users can update their existing communications or add new ones to ensure registrants receive a communication when the registration is cancelled administratively. 

The group options for this communication are:

Details of online events

For full details on online events, please see Online Events and Webinars.

Changing from an in-person event to an online event

If an in-person event becomes an online event using the Share platform, the location of an event can be changed to an online event by clicking "Host event using Share webinar platform" in the location. This will make the merge field "Form-Share-Link" available as a merge field in event communications such as an Hours Before Event communication.

In order to notify registrants immediately that an event has changed from an in-person event to an online event, we recommend creating a mailing with the trigger of "Outreach Mailing (send as scheduled)." For mailings with this trigger, a recipient list must be created with these settings:

If an Outreach mailing is not desired, you can use Deliver to create the message. Follow the steps in the Interview section below and replace step 7 with this Share link:

https://YOURSLATEDOMAIN.EDU/share/view?id={{registration_guid}}

Changing from in-person interviews to online interviews

The process for communicating a location change for interviews follows a similar process as events. However there are a few key differences since Outreach mailings are not available for interviews, and interviews cannot have communications for a single slot.

In order to notify interview registrants that an interview has changed from an in-person slot to an online slot, we recommend the following, which will create the recipient list that will allow you to recreate the "Form-Share-Link", which is not an available export in Deliver.

1. Click Events in the top navigation bar, click Scheduler, then choose appropriate template.

2. Click New Query from the template page. This will create a query using the base of event registrations for the template, which can also be done manually through the query tool.

3. Add/adjust the following filters:

   • Registration Status - Edit the filter to only include "Registered".

   • Create a Join to Form

   • Form > Start Date - and then add the start date as ">= today". This will capture all upcoming events in your selected template.

   • Add any additional filters to limit the event registrants to the desired group. Additional filters could include "Form > Status = Confirmed", "Event Title", "Folder", or "Template".

4. Add the following Join for additional exports and filters:

   • Template Name > Person

5. Add the following exports:

   • Form > Start Date/Time - consider using a format mask to change the way the date is displayed.

   • Person > Preferred (or First)

   • Person > Email

   • (Template Name) > GUID - This is a crucial field that will be used to create the Share link. Consider changing the name of the export to "registration_guid."  (Note: the header should be the name of the Template, and not Form, Person, or Application.)

   • Add any additional export that you want to use as merge fields.

6. Run Query and Export to a new Deliver Mailing. This query will become the recipient list.

7. When creating the content of the message, the link for the Share interview will be:

   https://YOURSLATEDOMAIN.EDU/share/interview?id={{registration_guid}}

8. Test this process by registering a test applicant for the slot.