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Cancel and hand over a registration

Plans change. A player falls ill, a parent booked two children and one drops out, a player gives their place to a friend. Each registration can be cancelled on its own or handed to another player, and the money of a paid cancellation goes back as a refund or as credit. Shillinq, the finance app, holds refunds and credit balances; larpinq asks for them and shows where the request stands.

Everything below happens on the Cancel or hand over tab of a registration. Players reach it from My registrations.

Set the cancellation policy of an event​

Open the event and fill in Cancellation policy:

  • Cancel by: until this moment a player, or the person who booked them, can cancel or hand over a registration. Without a date, they can until the event starts. Game masters can cancel at any time.
  • Paid cancellation: what a cancelled, paid registration gets. Refund, Credit for a later event, The player chooses, or Nothing back. Without a setting, a paid cancellation is refunded.

Cancel a registration​

  1. Open the registration and go to Cancel or hand over.
  2. When the registration is paid and the event lets the player choose, pick A refund or Credit for a later event.
  3. Choose Cancel this registration, then Yes, cancel it.

The place goes to the first person on the waiting list. After the cancel-by date a player sees nothing to cancel and is asked to contact the organisers; a game master can still cancel, and the registration then shows By the organisers. A game master who cancels through the registration's own status action gets the same result: a paid registration is settled under the policy, and a refund when the player had a choice they did not make.

Book for someone else​

A parent, or a group organiser, adds participants to their own booking:

  1. Open your own registration and go to Add someone to your booking.
  2. Fill in Their name and choose Add to my booking.

Each participant gets a registration of their own, with its own place, payment and status. The person who booked sees and can cancel each one, so when one child drops out the others keep their places.

Money back​

When a paid registration is cancelled, larpinq asks shillinq for a refund or a credit of the paid amount, and the registration shows Money back: Refund requested or Credit requested, with the date of the request. Larpinq never keeps a credit balance itself.

Until shillinq takes these requests in (see the open task below), a game master settles the money in shillinq and sets Money back to Refunded or Credited on the registration. The Registrations page lists the Money back state and its date, so a request that has waited too long is easy to find.

Hand over a registration​

  1. The player opens their accepted registration and goes to Hand over to another player.
  2. They fill in the other player's account name and choose Offer my place. The other player gets a notification and an email.
  3. The other player opens the registration from My registrations and chooses Accept the place, then picks their character on the same page.

The place, the ticket, the options and the payment stay with the registration. Until the other player accepts, the player can Withdraw the offer. An offer lapses after 7 days, or at the cancel-by date when that comes first.

Open: shillinq taking in refunds and credit​

Larpinq sends a refund or credit request as an event that shillinq does not listen to yet. Until it does, settle the money in shillinq by hand as described above.