Event add-ons

Add-ons are extras members can buy with an event registration, such as a retreat shirt or a lunch, and pick up at the event. They are products from your store, paid into your church’s Stripe account, and handed over from the event’s roster.

How to offer add-ons on an event

1. Make sure the products exist in Store → Products. For something only sold with this event, such as a meal, switch off Sold in the member portal’s Shop on the product, so it is not in the Shop.
2. In Events, open the event. Under Add-ons, click the list and choose the products, up to twenty. A product kept out of the Shop reads “(this event only)”.
3. Choose Save add-ons. HoW says “Add-ons saved”.

To stop offering one, remove it from the list and save again. Add-ons already bought are not affected.

What members choose and pay

1. On Events in the member portal, each of their registrations for the event shows Add-ons (or “Add-ons for” a household member they registered).
2. The picker, “Add-ons for” the event, shows each add-on with its options, the price, “3 left” when few remain and “sold out”. The member chooses an option and how many of each, and sees the total.
3. If the member still has to pay for their place, they choose Add to my place, and the place and the add-ons are paid together in one checkout with the place’s Pay button. If the place is free or already paid, they choose Pay and pay for the add-ons straight away.

After that, the registration shows “Add-ons:” with what was chosen and “(paid with the place)”, “(unpaid)”, “(paid)” or “(handed over)”. Unpaid add-ons have Pay and Remove. Once a set is paid, More add-ons lets the member buy more. The member’s Your orders in the Shop lists them too, with the event’s name.

How to hand add-ons over at the event

1. Open the event and choose the date. Under Who is coming, each person’s add-ons are listed under their name, with “(unpaid)” or “(handed over)” where it applies.
2. Beside paid add-ons, choose Hand over. HoW says the person’s add-ons are handed over, and the line reads “(handed over)”.

Unpaid add-ons have no Hand over; they can be handed over once paid.

Undoing a hand-over

1. Beside “(handed over)”, choose Undo.
2. HoW asks “Mark order 1003 as not picked up?” (with the order’s number). Choose Mark not picked up, or Keep it picked up to leave it.

The add-ons go back to paid, ready to hand over again. Nothing is refunded and nothing goes back into stock.

Add-ons in Store → Orders

Each person’s add-ons for a registration are one order in Store → Orders, read as “Add-ons for” the event and its date. Handing over on the roster marks the order Picked up there, and the other way round: you can also hand them over in Store → Orders with Mark picked up, and undo it with Undo pickup. Refunds for add-ons are made from the order there (see Refunds).

Good to know

• Prices and stock come from the store: the same options, prices and stock as in the Shop. Stock is held from the moment a member chooses add-ons; if they are not paid within a day, or the member removes them, it goes back.
• One option per product. In the picker a member chooses one option of each add-on (for example one shirt size), in any quantity.
• One unpaid set at a time. A member pays for or removes the add-ons waiting for payment before choosing more.
• Cancelling a registration cancels its unpaid add-ons and returns their stock. Paid add-ons stay, for the church to refund if it wants.
• Refunding the place does not refund the add-ons, and the other way round. They are refunded separately, even when they were paid in one checkout.
• Handed over at the event only. A Shipped only product cannot be an add-on.
• A product kept out of the Shop can only be bought as an add-on.
• Add-ons stay in HoW even if your church sends members to a Shopify store or has no Shop.
• Members stop seeing Add-ons once they are marked as having come to the event.
• Your plan. Add-ons need both Events and the store; the store is in the Pro and Elite plans, or an extra on Core.
• Who can do it. Owners and administrators choose an event’s add-ons and hand them over on the roster. Store managers do not see Events, but can hand add-ons over and refund them in Store → Orders. Ministry leaders can manage events but do not see add-ons.

If something isn’t right

• You do not see Add-ons on the event. Your role does not include the store, or your church’s plan does not.
• “No products in the store yet” in the list. Add products in Store → Products first.
• A product is missing from the list. Products that are Shipped only or not on sale are left out.
• “an event offers at most twenty add-ons”: remove one before adding another.
• “… is shipped only; add-ons are handed over at the event”: change the product to Picked up or shipped or Picked up only, or choose another.
• “Not handed over” with “this order was already picked up”: someone else handed it over first. Close and reopen the event to see the latest.
• Members read “the add-ons you already chose for this registration are waiting for payment; pay for them or cancel them first”. They pay for or remove the unpaid add-ons, then choose again.
• Members read that an item “is sold out”: the stock ran out. Raise it in Store → Products if you have more.

What DCX Logic support can do

Inside a support session your church’s owner approves under Support access, support can look at an event’s add-ons and orders with you, and in a read and write session choose add-ons for an event or hand them over for you.

Coming from Planning Center

Planning Center Registrations has add-ons too: you give each a price and a total quantity, people see how many are left and “sold out” when the limit is reached, and an add-on can have variations such as sizes, of which a person chooses one. HoW works the same way, with an add-on’s sizes kept as the options of one product. The differences: in Planning Center an add-on can be required, and only administrators can add or change add-ons after someone registers; in HoW add-ons are always optional, and members can add more to their registration themselves later. HoW also lets you mark add-ons as handed over at the event, and uses the same products and stock as the store, which Planning Center does not have.