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      How to cancel a contact's registration

      event•hapily allows you to easily manage event attendance by canceling registrations directly within your HubSpot workflows.

      The "Cancel Registrant" workflow action in event•hapily allows you to easily manage event attendance by canceling registrations directly within your HubSpot workflows. This feature is especially useful when an attendee informs you that they can no longer attend, or when you need to manage event capacity efficiently.

      By utilizing the "Cancel Registrant" action, you can ensure that HubSpot is updated to reflect any cancellations, which can then trigger other actions, like notifying your team, sending a confirmation email, or updating event capacity.

      This article will guide you through how to use the "Cancel Registrant" workflow action step-by-step.

      Step 1: Adding the "Cancel Registrant" Action to Your Workflow

      1. Access Your Workflow:

        • Log in to HubSpot and navigate to the workflows section.

        • Open the workflow where you want to add the "Cancel Registrant" action.

      2. Adding the Action:

        • Click the "+" icon to add a new workflow action.

        • From the available options, search for and select "Cancel Registrant".

        • Choose whether you want to cancel the registration for the specified session (based on the Session ID in the contact property "Latest Session Registration ID) or all sessions within the event.

      Step 2: Understanding the Cancellation Process

      1. How the action works:

        • When the "Cancel Registrant" action is activated, event•hapily references the Session ID found in the contact property "latest session registration ID" to determine which specific session (or sessions) to cancel the registration for.

          • This means you will need to ensure the latest session registration ID property is populated on the contact before running it through the workflow action.

        • The association labels on the Registrant and Contact Objects will be updated to reflect the cancellation.

        • This ensures the attendee is no longer considered active for the event, and it helps maintain an accurate count of participants.

        • Selecting "Yes" in the option "Cancel this registrant for all sessions?" will cancel them for the sessions AND the event. If you select "No", they will only be cancelled for the session specified by the "latest session registration ID" property.

      Step 3: Automating Post-Cancellation Actions

      1. Add Follow-Up Steps:

        • After the "Cancel Registrant" action, consider adding other workflow actions to automate related tasks. For example:

          • Send an Email: Notify the contact that their registration has been successfully canceled.

          • Notify the Team: Send an internal email or Slack message to notify your event team of the cancellation.

          • Update Event Capacity: If your event has limited capacity, you may want to update the available spots or trigger communications to a waitlist.

      Step 4: Testing the Workflow

      1. Run a Test:

        • Ensure the workflow works as expected by running a test with a sample contact - remember to make sure you have the Session Record ID added to the Contact property "Latest Session Registration ID".

        • Verify that the registration is successfully canceled and that any follow-up actions are executed correctly.

      Conclusion

      The "Cancel Registrant" workflow action is a powerful tool for managing event attendance efficiently. By adding this action to your HubSpot workflows, you can automate the cancellation process, keep your records updated, and ensure smooth communication with attendees.

      If you need more help setting up this action or have any questions, please reach out to our support team for assistance.