Cancel a Student out of a Class (pdf & video)

The RegWerks "Cancel a Student from a Class" Guide is available for download below.

For assistance, contact RegWerks Support at 888-847-9470 or [e-mail].

Navigate to Person by selecting Person in Main Menu in the page’s upper left corner, and searching by Name or by Email. 

     

Double click into the Person’s Name, then select the Registration.

• NOTE: If the registration was initially paid using an ePayment, on Payment tab, navigate to Payments for this registration. Double-click on the actual payment and write down the Reference number. This number will then be entered into the Note field for internal reference.

      

A.) In the upper right corner of the Registration window, change Enrolled to Cancelled. B.) Select OK when asked, “Are you sure you want to cancel this registration?” 

Then complete details for the cancellation.                 

• Cancellation Fee represents that portion of the payment that the organization retains for costs associated with processing the cancellation, where applicable and if desired. 
  • • • • For Contract Classes: The school keeps payments for services rendered. This (positive) dollar amount is entered into the Cancellation Fee field at the time of Cancellation.
• The Amount of the refund during registration is a positive number (e.g. $40 for a $40 refund). 
  • • • • For Standard Priced Classes: Click on the Calculator button to calculate the correct refund amount, based on original payment amount less Cancellation Fee.    
        • For Contract Classes: Outside of refunds for pro-rated attendance and fees, no money is refunded during cancellation, and the Amount is $0. Any amount refunded at cancellation will not be included in families’ year-end tax statements. 
• If money is owed with a balance due on the registration, check the box for Leave Balance Due on Registration. Otherwise, leave the box unchecked.  
• Internal notes may be entered in the Note field for future reference.  Make note of the Reference number of initial ePayment for reporting purposes. 
  • • • • • Click Save. 
            • • • For Standard Priced Classes: the account will now show a balance of $0.   
                • For Contract Classes: On the Adjustments Tab, enter an adjustment to balance the account. 
• Choose the type of refund you will be issuing in the Credit Type drop-down menu. 
  • • • Check or Money Order: When the refund is issued as a check or money order, enter the check/money order number into the Reference field. Otherwise, leave this field blank. 
      • ePayment: When refunding an ePayment, select the Process Refund Now. Select OK when asked, “You will be refunding to this customer’s account. Are you sure you want to refund $xx.xx back to the customer’s account?” A confirmation message will be received once the refund has been processed, and the Reference field will automatically fill with the refund’s RevTrak Order ID. 
      • Other: When not issuing a refund and retaining the full fee paid, select “Other” in the Credit Type drop-down, as it is a required field.   
• Save out of both the registration and the class.