How to Transfer Event Entries

28 Nov, 2019 03:41 By: Nikki Hawkes

Sometimes you may get a participant who wants to move their place in one of your events to another event you organise, or transfer their entry to another person. It is up to your discretion whether or not to allow this, however, if you do need this as an option there are 3 different ways of doing this:

  1. You as an organiser can manually transfer someone from one event to the other, or edit their entry details to another person 
  2. Entrants can be allowed to transfer their entry to someone else
  3. Entrants can transfer their own entry to another race (subject to event price difference)

Here we will go over each of these so that you have an understanding of the options available to you. 

1. Manually transferring a participants entry: 

Step 1: Go to your ‘Dashboard’ and select the event your participant is in

Step 2: Select Participants

Step 3: Search for the participant who you would like to transfer with the search bar on the left of the participant's data. Once they come up, click the green manage button on the right-hand side. 

Step 4: Click on ‘Transfer Entry’ on the right-hand side

Step 5: Select the event which you would like to transfer their entry to

Step 6: Click ‘Transfer Entry’

If a participant would like to transfer their entry from one person to another, it is up to your discretion whether or not you allow this as part of your event. 

2. Allowing entrants to transfer their entry to someone else

Step 1: In order to enable this, go to the event which you want to allow transfers for within your dashboard and click ‘manage’

Step 2: Click on ‘Races’

Step 3: Scroll down to the ‘Ticketing’ section and tick the ‘Allow Participant Transfers’ box.

This is what it will look like for a participant:

Once a participant has signed up to an event, they can transfer their entry to someone else by going to the bookings page on their eventrac account. 

In their booking page, they will see the completed entry for their race, where they neeed to click on the yellow ‘Transfer to a friend’ button.

A pop up will then come up, to ask them to enter the details of the participant who they would like to transfer their entry to:

The participant that the original entrant has transferred the entry to will then receive an email, asking them to fill out their remaining details.


Email received by the transferred participant:

3. Allowing participants to transfer to another event

Step 1: To allow a participant to move their entry from one of your races to another one, start by going to your dashboard and clicking ‘Manage’ on your event

Step 2: Go to ‘Edit Details’

Step 3: Scroll down to the ‘Online Entries’ section, and tick the box to ‘Allow participants to change race after payment’.  

Here, you can add an optional 'Admin Transfer Fee' for someone to change the event in which they are entered to another one. 

To participants, it will look like this from their booking page:

They will need to click on the ‘Amend Booking’ section, and select from the drop-down box in ‘Change Race’ to the race which they would like to enter. They will have to pay the difference in price if the new race is more expensive than the one which they had originally signed up to.

On Hand To Help

The team at Eventrac are on hand to assist with all components of your event. From advice on promoting your event through low cost channels such as social media, to a guided tutorial on a specific feature of Eventrac. We are here to help.

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