Note: The ability to put a credit card on file for a participant is specific to the In-Person Event campaign type.
If you are hosting an In-Person Event campaign, you will have the option to place a credit card on file for registered participant. Having a card on file will make it easy for you to manage a participant's tab and quickly check them out at the close of the event.
Credit cards can be placed on file during Event Day Check In, in advance of your event, or anytime during your event. When closing out a tab, you will see the 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 your campaign's admin platform. 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.
Steps
Place card on file via 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.
Click Add Card and complete the required fields.
You can then proceed to mark the participant as checked in by clicking on Check In or view additional information about their order or registration (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 Event Day Check Out
If you have a participant that changed their mind about putting a card on file at check in, but now wants to open a tab with a card on file, you can add a card at any time. A quick way to do this is by searching for their name or event number in the Check Out table.
Navigate to your campaign's Dashboard.
Select Event Day on the left side menu.
Visit the Check Out tab.
Search for the participant using their name, email, or event number.
Click on the three dot menu and select Add Card.
In the pop-up that appears, enter their card details and click Save.
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 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 that they do not have a card 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
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 event it is added to. It cannot be transferred to another campaign. You will need to re-enter the participant's credit card on the new campaign.
What happens if a participant provides a fake or expired credit card?
You will receive an error messaging noting the card is invalid at the time you enter the card. 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.