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Products & Options

Event Waitlist & Offline Payments

Create an Event Waitlist

Certain events may have limited space or high demand. In this situation, you can create a waitlist so interested individuals have the chance to snag a spot if a registered participant has to cancel.

If a space opens up, you can pull the next person from the waitlist. Then, you'll update the Invoice and Invoice Details records so the person can pay the registration fee.

Set Up the Waitlist:
  1. Create a Product for the event, and set the Base Price to $0.
  2. Set up a Product Option Group for the product called "Registration Type", and make it required and mutually exclusive.
  3. Include the appropriate Product Options. For example:
    • Option 1: "Adult" - $20
    • Option 2: "Child" - $20
    • Option 3: "Adult Waiting List" - $0
    • Option 4: "Child Waiting List" - $0
Use the Waitlist:
  1. Update the Invoice record to include the new Invoice Total and Invoice Status.
  2. Update the Invoice Detail record to reflect any relevant option price(s).
  3. Receive and record the payment:
    • If a staff member takes a payment in person, they can use the Add A Payment Tool.
    • If you email the person to let them know they can come to the event, you can include a link to the My Invoices widget.

Let People Pay at the Door

There may be times when you want people to register online and pay at the door on the day of the event. Here's the best way to do that!

Tip: Need to limit the availability of a "pay in-person" option? You can use promo codes instead!
Set Up the Product and Options:
  1. Create a Product for the event.
  2. Set up a Product Option Group for the product called "Payment Option", and make it required and mutually exclusive.
  3. Include the appropriate Product Options. For example:
    • Option 1: "Pay Now" - $20
    • Option 2: "Pay at Event" - $0
For "Pay at Event" Participants:
  1. Update the Invoice record to reflect the amount to pay in Invoice Total and "None Paid" for Invoice Status.
  2. Update the Invoice Detail record to reflect the amount to pay.
  3. Receive and record the payment at the door:
    • If a staff member takes a payment in person, they can use the Add A Payment Tool.
    • If you email the person to let them know they can come to the event, you can include a link to the My Invoices widget.

Use Promo Codes for Offline Payments

You can use promo codes to provide a limited number of cash/check options for events that require payment. This way, people can register online but pay in person next time they're at the church.

CAUTION: Since promo codes are recorded as payments in MinistryPlatform, this approach requires you to manually clear out the associated Payment Detail records before recording the in-person payments.

If you don't need to limit the availability of a "pay in-person" option, see Let People Pay at the Door instead.

Create the Promo Codes:
  1. In the navigation menu, click Products & Payments > Product Option Groups.
  2. Open your promo code option group.
  3. Click the Option Prices tab, and create a new option price:
    1. For Option Price, enter a negative amount for the full cost of the event. For example, if your event costs $100 total, enter -100.00.
    2. For Option Title, enter a name, such as Cash or Check Payment
    3. Set Active to Yes to make the code available for use.
    4. For Promo Code, enter the code a registrant should enter, such as CASH or CHECK
    5. Click Save.
For "Cash or Check Payment" Participants:
  1. Since promo codes are recorded as a payment in MinistryPlatform, you'll need to zero out the payment fields in the associated Payment Detail record.
  2. Follow up with those who used the promo code and get their payment.
  3. Update the Invoice record to include the new Invoice Total and Invoice Status.
  4. Update the Invoice Detail record to reflect any relevant option price(s).

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