Managing Group Registrations

Once your group registration event is live, the Group Admin panel is your central hub for reviewing registrations, tracking payments, and managing volunteers. This article covers the day-to-day workflows you will use most.

Overview Dashboard

The Overview tab is the first thing you see when opening the Group Admin panel. It shows four stat cards at a glance:

Registered Groups — total number of group registrations submitted.
Total Headcount — combined students and chaperones across all registrations.
Revenue — amount collected versus total expected.
Approved Volunteers — number of approved volunteer applications.

Below the stats, a Needs Attention section highlights items that require action — pending registrations, pending volunteer applications, outstanding payment balances, or missing pricing tiers.

Group Admin overview with stat cards and alerts — The overview dashboard showing registered groups, headcount, revenue, and needs attention alerts

Tip

Each stat card is clickable and takes you directly to the relevant section. Use them as quick shortcuts.

Reviewing Registrations

Open the Registrations tab

Navigate to the Registrations tab under Management in the sidebar. You will see all submitted registrations in a table.

Filter by status

Use the filter pills at the top to narrow the list: All, Pending, Approved, Paid, or Outstanding. The Outstanding filter shows registrations that still owe a balance.

Review a registration

Each row shows the church name and location, contact person, headcount breakdown (students and chaperones), pricing tier, balance (paid versus due), and current status. Click the expand arrow on any row to see the full list of individual attendees with their name, gender, type, age, and grade.

Approve or decline

Open the actions menu on a registration row. Choose Approve to confirm the registration or Decline to reject it. Approved registrations remain visible to the registrant on their dashboard.

Registrations table with status filters and expandable rows — The registrations table showing church name, headcount, balance, and status for each group

Note

Summary cards at the top of the Registrations tab show total groups, headcount, revenue collected, and outstanding balance so you can quickly assess your event's status.

Recording Payments

When a group pays by cash, check, or other offline method, you can record the payment manually from the Registrations tab.

Mark as paid

Open the actions menu on the registration row and select Mark as Paid. A dialog appears where you enter:

Amount — the payment amount in dollars.
Payment Method — Cash, Check, or Other.
Note (optional) — any reference information like a check number.

The registration's payment status updates automatically based on total payments received: Unpaid, Partially Paid, or Paid in Full. Online payments made through Stripe by the registrant are recorded automatically.

Payment Ledger

The Payments tab under the Payments section provides a read-only ledger of every payment recorded for the event. Each entry shows:

The church or registrant name
Amount
Type — Payment, Deposit, Refund, or Override (color-coded for quick scanning)
Method — Stripe, Cash, Check, or Other
Date and time
Who recorded the payment
Any notes attached to the payment

Summary cards at the top show Total Expected, Total Collected, Outstanding Balance, and how many groups are paid in full.

Payment ledger showing all recorded payments — The payment ledger with color-coded payment types and methods

Managing Volunteers

Open the Volunteers tab

Navigate to the Volunteers tab under Management in the sidebar. Volunteer applications are shown as cards with their contact info, applied roles, and background check status.

Filter applications

Use the filter pills to view All, Pending, Approved, or Declined applications. Each filter shows a count.

Review and approve

Each volunteer card shows:

Name, email, and phone
Applied volunteer roles (as colored tags)
Background check status (if required for the event)
Any documents the volunteer uploaded
The volunteer's own notes about their application

Use the action buttons on each card to approve or decline the application.

Volunteer cards with roles, background check status, and actions — Volunteer applications showing contact info, applied roles, and approve/decline buttons

Tip

Summary cards at the top of the Volunteers tab show total volunteers, pending review, approved, and declined counts at a glance.

Permissions

To access the Group Admin panel, a user needs edit permissions for events. The panel checks that the current user has the canEdit permission for the event before granting access.