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This article covers two common admin actions for completed registrations:
Change Registration: move a player from one registration to another without having them register again
Cancel Registration: cancel a player’s participation and optionally issue a refund and/or account credit
Change Registration
Use this when a player registered for the wrong option and needs to be switched to the correct registration (for example, Half Day Camp to Full Day Camp) without redoing the registration flow.
Navigate to Players in the left navigation menu and select the player (click their Last Name).
Toggle to the Programs tab at the top.
Locate the registration to change, then click the ellipsis (…) on the far right and select Change Registration.
Select the registration the player should be moved to, then click Next.
Review the change details, confirm everything is accurate, and select Apply Change.
What happens with pricing differences
If the new registration has a different price, the system will handle the difference by either:
Refunding the player, or
Prompting the player to pay the difference
Important notes about Change Registration
Core Programs are limited to the same Core Program
If a player is registered in a Core Program, admins can only change them to a different registration within that same Core Program. Changing into a registration in a different Core Program is not supported.Other program types can change across programs
If a player is registered in other program types (for example, Supplemental Programs), admins can change them into a registration that lives in a different program, when needed.Surcharges can disable Change Registration
If surcharges are enabled and set at the program level, the Change Registration option is disabled and will not appear in the ellipsis menu for admins.
Cancel Registration
Use this when a player will no longer participate in the program. You can optionally issue a refund and/or apply a credit to the account for future use.
Navigate to Players in the left navigation menu and select the player (click their Last Name).
Toggle to the Programs tab at the top.
Locate the registration to cancel, then click the ellipsis (…) on the far right and select Cancel Registration.
Choose whether to issue a refund and/or credit:
Enter the values into the respective fields and select Cancel Registration, or
Select No, do not issue a credit or refund now, then select Cancel Registration.
Important note about refunds
Any refunds will pend for administrative approval via the Refunds Report.
When to use Change vs Cancel
Use this quick guide to choose the right action before making updates to a player’s completed registration.
Use Change Registration when:
The player is still participating, but they are enrolled in the wrong registration option.
Example: They registered for Half Day Camp, but should be in Full Day Camp.
You want to move them into the correct registration without having them complete the registration flow again.
You need the system to automatically handle any price difference (refund or additional payment).
Use Cancel Registration when:
The player is no longer participating in the program.
You need to remove them from the registration and optionally:
Issue a refund, and/or
Apply a credit for future use.
You want the cancellation to flow into your standard refund approval process (via the Refunds Report, if applicable).
If the player is still participating in a different option, it’s usually better to Change Registration rather than canceling and re-registering manually.
FAQs
Can I change a player’s registration after they have already completed it?
Yes. As long as Change Registration is available (and not disabled due to surcharges), you can move a player to a different registration following the steps above.
What happens if the new registration costs more or less?
The system automatically handles the price difference by either issuing a refund or prompting the player to pay the difference.
Why don’t I see the Change Registration option?
If surcharges are enabled at the program level, the Change Registration option may be disabled and will not appear in the ellipsis menu.
Does canceling a registration automatically issue a refund?
No. You choose whether to issue a refund and/or credit during the cancellation process, and refunds pend for approval via the Refunds Report.