Walk-In Registrations (pdf & video)

The article, "Walk-In Registrations," is available for download below.

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

Walk-in registrations may be completed with or without payment. Users complete walk-in registrations by processing epayments directly to a credit/debit card (or echeck depending on the organization’s setup), or by taking in other forms of payment (cash, check, money order), which cannot be processed online but may be notated as part of the registration process. This allows admin users to register a participant, regardless of any balance due and regardless of payment type. 

Listed below are best practices to follow when working in RegWerks generally, as well as when completing walk-in registrations specifically, given the potential for error: 

               

• Maintain only one active and open RegWerks session. Do not have RegWerks open on multiple browser tabs. 
• Users wishing to bookmark pages to access RegWerks should only bookmark the login page (above). 
• Periodically clear browser cookies and cache. 
• Do not click the back arrow () or Refresh () during a walk-in registration, as this will cause errors. If an error has been made, clear the cart, close the walk-in registration browser tab, and begin again. 
• Complete one student’s registration at a time. Only complete multiple student registrations in a row when the students are on the same family account. 

1. To begin a walk-in registration, select Register at the top of the Main menu. 

               

2. A new browser tab will open, displaying the admin (or internal) version of your Web Store. Select the appropriate Program, then Category, and then Class in which to register the Person. 

                 

                

3. Select CLICK HERE to Register for this Class. Notice that the admin version of Web Store displays the number of current Class registrations and Class size limit, as well as Waitlist information, where applicable. 

                                                

• Search for the parent/guardian’s email address to determine if they already have account holder status. If the account holder has never created an account before and the participant has never been registered for a class under this email address, select New Account. Create a new account for the account holder by entering basic information for the parent/guardian. 

• If the account holder already has an account in the system but the participant has never been registered before under this email, locate the account by entering the account holder’s email address and selecting Search. 

• Once the account is located, click on the account holder’s name. Next select A New Person and fill out the required information.         

• After entering the participant’s name, click Submit. This student now appears in the family list. 

4. Select a participant by selecting the radio button next to the participant’s name. 

5. Answer the required registration questions. Depending on registration history, information could potentially populate within the registration form based on the participant’s responses during prior registrations. Select either Add and Go To Shopping Cart (for single registrations) or Add and Continue to Shop (for multiple registrations on the same Main Account). Repeat steps #2 - #7, as needed. 

6. Select Payment Type: either Other (cash, check, etc.); or ePayment (for credit card, debit card, or eCheck).  

• Other: 
  • Leaving a Balance Due: When no payment has been made, select Other. Enter $0 in Pay field, then select Submit. A balance due will now appear on the account. 

• •  Notating Payment: When payment has been received, select the appropriate Payment Type from the drop-down list. If a partial payment is made, the account will carry a balance due.

• • For Check payments: Enter the check number into the Reference field. 
  • Select the Submit button.  Once submitted, a receipt will be emailed to the account holder’s email address. Admin may Click Here for a receipt. 

• ePayment: 
  • When using eCheck (when available), credit card, or debit card as payment, select ePayment. If a payment method is already on file, the system will auto-fill the fields with the parent/guardian and payment information. If there is no payment method on file, a Check Out window appears, and admin enters the new credit/debit card or eCheck information. 
    • If the account holder is not using the payment method currently on file, select Change in the Checkout screen to edit the information. 

                   

• • • Once the correct billing information is entered, click Continue. 
  • On the Checkout screen, verify the information on the screen, and click on I'm not a robot before clicking Place Order to finish the registration process.  
  • Once the order is complete, a receipt will appear on the screen and will also be emailed to the account holder’s email address. 

7. Please note that when creating new accounts for new account holders, the system needs time overnight to “refresh” to synchronize changes between RevTrak and RegWerks. Once a new account has been created, allow the system to synchronize itself overnight before advising parents to access their parent portals, make payments, etc.