Note: The ability for a participant to keep a credit card on file to participate in your event’s fundraising activities is specific to the In-Person Event campaign type.
If you are hosting an In-Person Event campaign, you can allow registered participants to place a credit card on file to be used in your event's fundraising activities. Having a card on file will make it easy for your team to manage a participant's tab and quickly check them out at the close of the event.
Collecting credit cards on file in advance can help ensure you have a seamless way to process contributions at the close of your event and ensure supporters receive receipts.
Credit cards can be placed on file by:
Before your event by enabling a pre-event auto email to registered participants with a link for them to add a credit card on file
During check in by emailing the attendee a unique link or adding their card on their behalf
Anytime after a participant registers by editing their participant record
Once a credit card is placed on file, you will see it available to charge when closing out a participant's tab. There will be an option to use the card on file, enter a new card, or record a cash or check payment.
Note: The card placed on file will be associated with the participant’s tab processed through the GivePoint Terminal, the admin-facing point of sale terminal within your campaign dashboard. It may differ from the card associated with a participant’s minimum fundraising commitment, with their registration payment, with other online orders they have already made to your campaign. It cannot be transferred to another campaign.
Options for collecting card on file
Enable pre-event auto email to collect card on file
This option will automatically send the Card on File email to participants when they register for your event with a unique link for them to add a card on file. Participants that do not place a card on file will receive the email again on the morning of your event.
Visit your campaign’s Dashboard.
Select Settings on the left side menu.
Under General Settings, visit the Event tab.
Scroll down to find the Pre-Event Auto Email to Collect Card on File. Toggle this feature on to enable the Card on File email to be sent.
Once enabled, visit Settings > Email to review and edit the message within the Card on File email that will be sent to participants.
Place card on file during Event Day Check In
Visit your campaign’s Dashboard.
Select Event Day on the left side menu.
Under Check In, use the search bar to filter results by name or email. You can also search by guest of and table assignment if applicable.
After locating the attendee, click on their record to bring up a summary of their registration. Toggle to the Card on File tab.
Select Email Link and the attendee will receive a unique link to add their card themselves. If an email is not already on file, you will need to enter an email to trigger the link.
Select Add Card to enter their card information on their behalf.
After adding a credit card, you can then proceed to mark the participant as checked in by clicking on Check In or view additional information about their Registration or Order (such as their assigned event number).
Note: Some information may be defaulted if it is already on file, but if an email address was not provided as part of the attendee's registration, you must enter an email address so they can receive a receipt after their tab is closed.
Place card on file via participant profile
When viewing a participant's profile, you will be able to see if there is a card on file or add a card. This can be done at any time.
Navigate to your campaign's Dashboard.
Visit the Recruit tab and scroll down to the Participants table.
Search for the participant you are looking for and click on their profile.
In the Event section, you will see their Participant Event Number (if assigned) and a display noting if a card has been placed on file. Click Add Card to place a card on file.
If a card is already on file, you will see the option to remove it or replace it with a different card.
Frequently Asked Questions
Is it necessary to have credit cards on file for participants?
No. Not all events will have a need for this feature, but if you are planning a complex event like a gala, it may be something for your planning team to consider. Once a credit card is placed on file, your staff can use it to process participant tabs at the close of the event to charge them and issue receipts.
The following types of contributions can be paid for with a credit card on file:
Live Auction
Fund a Need
Shop
Raffle
Donations
If you are planning to use the Live Auction and Fund a Need features, this feature is particularly helpful - especially when used alongside Participant Event Numbers.
If you're only selling Shop items or Raffle entries or collecting general donations, an alternative is to have QR codes available for participants to quickly scan and purchase items or make a donation.
Can the credit card placed on file be used when registering to bid in the Silent Auction?
No. Silent Auction registrations will prompt users to put a credit card on file separately. The Silent Auction is often used by both in-person and virtual participants simultaneously and bidding runs on a schedule you set. Because of this, the Silent Auction experience is managed separately from participant tabs.
Can the credit card placed on file be transferred to another In-Person Event campaign that a participant is also attending?
No. The credit card placed on file is only applicable to the campaign it is added to. It cannot be transferred to another campaign.
What happens if a participant provides a fake or expired credit card?
The participant will receive an error messaging noting the card is invalid at the time the card is entered. This does not mean that the card may not have a failed payment, but only valid credit cards can be entered and placed on file.
Can the same credit card be placed on file for a couple attending my event?
Yes. Two individuals at your event can have the same credit card placed on file, but their tabs can still be managed separately. If tabs are opened and closed at the end of the night for both individuals, they will receive two order receipts and two charges to their card on file.