There are times where it's not possible or desirable for registrants to make online credit card payments. In these cases, the ClearEvent Platform provides options to accept and track manual payments (Offline or On-site payments).
Enabling manual (offline) payments for your registration forms allows your event to continue to use ClearEvent's great registration & tracking features and ensures all registrant information is kept in one place, no matter if a registrant can pay online by credit card or not.
NOTE: The Manual Payments feature is not available in all payment plans
Manual Payment Modes
On-site (Manual) mode
This payment mode is intended for those cases where your event needs to accept payment "at the door" of your event. It's recommended that you provide some Payment Instructions when setting up On-site mode so it's clear what types of payment will be accepted on-site.
For example: "We accept Cash Only at the door"
Offline (Manual) mode
This payment mode is intended for those cases where your event needs to give registrants the option to pay manually using some other form of payment (like checks). Again, we recommend that you provide some Payment Instructions when setting up the Offline payment mode. Be sure to include the types of payments you accept, payment terms, addresses, and phone numbers.
For example: "Please make checks payable to 'Acme Event Co.' and mail by Jan 31 to 123 Main St. Springfield, U.S.A."
NOTE: Services Charges only apply to Online fees (Credit Card transactions). Any fees setup with a manual payment mode like Offline or On-site are not subject to Service Charges.
Tracking Manual Payments
Since it's not possible for the ClearEvent platform to know a manual payment is received, there are some additional steps you should take to help manage track manual payments.
Set Your Form's Approval Mode to "Manual"
When a registration form is created, the Form Editor > Settings tab > Approval Mode setting is "Automatic" default. In the case of a manual payment, you likely will not want to automatically approve a registrant until you confirm their payment has been received and has cleared.
When manual payments are enabled, we recommend setting the form's Approval Mode setting to "Manual". This will allow you to be able to review the registration and only approve it when payment has been received and verified.
Tracking When A Manual Payment Is Received
The Participants Detail screen (Registration section > Registrants tab > Edit a registrant > Payment tab), has a check box that allows you to track when a manual payment has actually been received by the event.
Once a payment has arrived, you should check the Payment Received checkbox.
Checking the Payment Received checkbox will cause the total amount received to be tracked in your event budget as revenue.