Registrations

Every registration on a form is in its Submissions tab: who registered, what they chose, what they paid and what's still missing. This chapter covers finding a registration, reading it, fixing it, and the work at the check-in desk.

Where registrations are

Open a form and click its Submissions tab. The number on the tab counts the registrations that are active (not cancelled, not archived).

• A registration shows up once it's complete. On a paid form, that's when the payment goes through. One still being paid for isn't listed yet.
• The list keeps itself current. It updates on its own every minute while you're looking at it. The Updated… button next to the count (for example, Updated 2 min ago) refreshes it right away, at most every 15 seconds.
• Times are in the form's time zone, as the note under the list says.
• Everyone on your team can see registrations, within the folders they're limited to. What else they can do depends on their role: see Who can do what.

The list

The newest registrations come first, 50 to a page (Newer and Older under the list). Each row is one registration, with these columns:

• ID: the registration's code (like K7Q2MX), the same one the registrant sees in their confirmation. Pills next to it say if it's cancelled or not ready (below).
• Submitted: when they registered.
• The money, on a form with prices: the parts of the total that any registration on the page has (Entry, Items, Donations, Discounts, Service fee, Tax), then Total, Paid and Outstanding. After a refund, the Total shows the original crossed out, then what's left.
• Every question on the form, one column each. For a repeating section, each entry's answer is in the same cell, separated by dots.

Finding a registration

• Search looks through every answer (names, emails, team names, anything typed or chosen). Type a registration's ID, in any case, to find exactly that one.
• Not ready shows only the registrations with something still to do (cancelled ones are left out). It's there when at least one registration isn't ready.
• A check-in tag (like Minor or Veteran) shows only the registrations with that tag. Each tag in use gets its own button, with its count.
• Active and Archived appear once you've archived something. Archived shows the registrations you've set aside, and the views above work inside either one.

Not ready, cancelled and check-in tags

The pills next to a registration's ID tell you its state at a glance:

• Not ready Something is still to do. Inside the registration, amber labels say what: Waiting for teammates (a teammate hasn't finished their part), Waiver not signed (a teammate's own waiver), or Waiver to sign again (after a birthdate change).
• Cancelled It stays on record, with its ID crossed out. Cancelled registrations don't count in the tab's number, and nobody can change them.
• Possible transfer A heads-up, not a problem: on a form that charges for transfers, the registration's email was changed to someone else's. Check whether it was really handed over without paying the transfer fee.
• Check-in tags, each in its own color: short labels your form gives registrations, so the desk knows what to look for. Minor means a participant needs a parent or guardian at check-in (see Participants).

To give registrations a check-in tag of your own:

1. In the Build tab, click the field whose answer decides it (for example, Military service).
2. In the panel on the right, under Check-in tags, click Add a check-in tag.
3. Name the tag (for example, Veteran) and set when it applies, the same way as a show/hide rule.

The tag then shows in the list, as a view to filter by, under the participant who earned it, and as a column in exports.

Opening a registration

Click a row to open the registration. From top to bottom, you'll find:

• The header: its ID, when it was submitted, the form version it was made on, how many times it's been edited, and the email of the person registering. Then its labels (like Waiting for teammates) and check-in tags.
• The answers, grouped by person: answers outside participant sections first, then each participant (or each entry of a repeating section) under their own heading, with their tags. Anything still missing is listed in amber at the top of that person's answers.
• Signed waivers, each with a Record button (below), and Waivers to sign when a signature is still to come.
• Charges (what the registration costs, line by line) and Payments (each payment, refund and what's owed). Money is covered in Payments and refunds.
• Teammates, when the person registering handed spots to teammates: where each one stands, with Send the link again, Fix email and Cancel invite. See Teammates finish their own part.
• Participants, each spot with Transfer… to hand it to someone else when a rider emails you (see What registrants see).
• History: everything that happened to it, who did it and when. An edit lists each answer that changed (before → after) and any change to the total. For the Owner and Admins, it also shows what each integration did with it (a sheet's row, a MailerLite group, a Xero invoice, a webhook): done, failed (with a Retry), skipped by its rules, or waiting for another.

Editing answers

Use this to fix a typo, a wrong shirt size or a missing answer. The person registering can often fix their own (see What registrants see), but you can always step in.

1. Open the registration and click Edit answers.
2. Change what needs changing. You're editing with the form as it is now, so fields you've added since they registered can be filled in, and any you leave empty can stay empty.
3. Click Save changes. The edit goes into the registration's History, with each answer before and after.

• Signed waivers can't be edited. They're a legal record of exactly what was agreed to.
• A birthdate under the form's minimum age can be saved here, with a warning under Save changes: to record what's true, or to make an exception. Registrants can't register like that themselves.
• A birthdate change that crosses 18 on event day means the waiver they signed no longer fits (a minor's is signed by a parent or guardian). When you save, the registrant is emailed a link to sign it again, and the registration shows Waiver to sign again until they do.
• A cancelled registration can't be edited, and neither can an archived one until it's unarchived.

When the change affects the price. Changing an answer that has a price (a category, a shirt, an add-on) only re-prices what changed. Discounts stay as they were at checkout. Then:

• Something cheaper (a downgrade) costs $0.00: the total isn't lowered, and nothing is refunded. If they're owed money back, refund it separately.
• Something that costs more (an upgrade): when you save, you choose how to price it.

Sending the confirmation again

When someone lost their confirmation, or you've just switched on registrant edits or transfers and want them to have a link that offers them, open the registration and click Resend confirmation.

• It goes to the person registering, as the form is set up today, with a new private link to their registration.
• The link in earlier emails stops working, so only the newest one opens it.
• It's listed in the History as Emailed.

At the check-in desk

Give day-of staff and volunteers the Check-in role (see Your team). They can find and fix registrations and settle what's left, but they can't refund, export, or see Reports.

Plantains doesn't mark people as checked in. At the desk, its job is to find the registration and make sure nothing is missing:

1. Find them: search their name or registration ID in Submissions. The Not ready view lists everyone with something still to do.
2. Check their tags: Minor means a parent or guardian has to be there. Your own tags (like Veteran) are whatever your form says to look for.
3. A waiver signed on paper: next to Not signed, click Paper waiver. Confirm you've received a valid, signed paper waiver (signed by a parent or guardian for a minor), add your initials, and click Record paper waiver. Keep the paper: it's the signed original. If it was a teammate's last missing piece, their part is finished.
4. Something owed: under Payments, click Take card payment and type their card. When teammates owe too, you can take everything outstanding at once or one person's share. See Payments and refunds.
5. A change at the desk (a bigger shirt, a different category): Edit answers, then charge the difference and take their card, or waive it.

Cancelling, archiving and deleting

Three ways to take a registration out of play, for different reasons:

• Cancel registration: they're not coming. It stays on record, marked Cancelled, and its spot and items go back on sale. The registrant can no longer change or transfer it. You're asked why (only your team sees that, in its History), and whether to email them. Cancelling doesn't refund anything: use Refund on the payment for that (a refund can cancel it at the same time).
• Archive: set it aside, for example a test or a registration from a past year that you want to keep. It leaves the list for Archived, and nobody (you, the registrant or their teammates) can change it until it's unarchived. Its stock and spots stay taken. You can still open and export it from Archived, and Reports can include it. Unarchive brings it back.
• Delete: remove it for good, with its answers, payment records and history. Its stock goes back on sale. Money already paid isn't refunded. It can't be undone, so it's for mistakes and tests, not people who changed their mind.

Several at once

If your role can archive or delete, each row has a checkbox (and the header one selects the whole page). A bar appears over the list with what you can do to the selected registrations: Archive (or Unarchive, in the Archived view) and Delete. You're asked before anything happens.

The selection is for what's on screen: changing the page, the search or the view clears it.

Exports and copying

Export CSV (top right of the list) downloads a spreadsheet of every registration in the view you're in: all the active ones, or all the archived ones. Searching or picking a view like Not ready doesn't narrow it down.

• The columns: Registration ID, when it was submitted (in the form's time zone and in UTC), Status, Ready, Flags and Tags, then every question, then the money (Entry, Items, Donations, Discounts, Tax, Total, Refunded, Paid, Outstanding) on a form with prices.
• With a repeating section, Export CSV offers a choice: One row per submission (each entry's answers as their own columns), or one row per entry (one per rider, say), where shared answers repeat on each row and the totals are on the first.
• It opens cleanly in Excel and Google Sheets, accents included.

To share just one registration, click the copy button next to its ID. It copies every answer, with the column names, ready to paste into a spreadsheet (as columns) or a message.

To send registrations to a spreadsheet automatically, as they come in, use a Google Sheet instead (see Integrations).

Signature records

Every waiver signed online keeps a record of exactly what was agreed to. In a registration's Signed waivers, click Record to open it on its own page:

• Who signed: the participant, or a parent or guardian (and their relationship) for a minor.
• Their age when they signed, and on event day.
• When (in UTC and in your time zone), from which IP address and browser.
• The agreement they ticked, their typed name and drawn signature, and the waiver text exactly as shown, with a fingerprint (SHA-256) that proves the text hasn't changed since.

A paper waiver recorded at the desk has a record too: who received it, their initials, and when. Use Print or save as PDF at the top of the record to keep a copy or send it to your insurer.

When a waiver is signed again (after a birthdate change, or by the new owner after a transfer), the earlier signature stays on record, marked Replaced.

Who can do what

Each person on your team has a role (see Your team). For registrations, they can do this:

A teammate limited to some folders only sees the forms in those folders. A Viewer sees each registration as it is, with nothing to edit.