You can charge an admin fee on transfers to someone else using Let's Do This. Simply set the admin fee and cut-off time on your settings page, under the transfers tab, and let participants do the rest. From their confirmation email they’ll be able to visit Manage Booking and transfer their entry to someone else. The new participant will then receive a link to enter the event, paying the admin fee.
Setting up your transfer settings
For all events in your portfolio
To enable transfers to a friend across your whole portfolio of events, you can do this by navigating to your Dashboard Homepage > Settings > Participant Self-Serve.
If you enable transfers to a friend here, it will enable it for all of your events. You can go into each event individually and turn it off, or create individual settings. The idea here is to save time - e.g. if you’d like transfers enabled for all of your events bar one. You can first enable across the board here, and then go into the specific event and disable transfers.
For one event
Choose the event from the Event List, then navigate to Participant Settings. Transfers is on the second tab, next to booking details. Here you can create individual settings for that event.
💡 The Transfer option will be disabled on their Manage Booking page if any of the following is true: The participant has booked a ballot, application, capacity limited team, charity or incomplete payment plan ticket. Or any tickets with more than one entry attached (eg: 1 ticket buys 3 entries). Additionally, the transfer option will be disabled if the participant’s entry was given to them by a partner (either by you, a corporation, charity or other business).
Set the admin fee, which includes the 6% Let’s Do This processing fee
Set the cut-off time
Choose whether you allow transfers to a friend on sold out events
Add-ons will not be transferred, the entry will be shown as cancelled in the Add-ons Sales table and no refunds will be given
How it works for participants
In the confirmation email, participants will find a link to Manage Booking (they can also access it from their Let’s Do This profile page).
Manage Booking allows participants to select the transfer option (if it’s been enabled by you).
The original participant enters the name and email address of the new participant.
They click confirm, which sends out a transfer link by email (the original participant can also share the link themselves using the Copy Link button).
Once the new participant receives this email, they’ll need to click the button to enter the event, signing up using their details and paying any admin fees.
The ticket page will show their entry as discounted by 100%, they will only have to pay the admin fee you set.
The original booking will be cancelled only when the new participant has completed their registration.
The original entry will show as cancelled in your Startlist. The new entry will appear as a new booking with the status Confirmed.
FAQs
How does a participant access their Manage Booking page?
From the ‘Manage Booking’ button in their confirmation email or their Let’s Do This profile page.
How do I check how much money I’ve made from admin fees?
On your organisation level dashboard, navigate to Financials. Click the box that says Line Items. Once you’re in the table, create a standard template and add a filter on “line item type” = “ADMIN_FEE”, then add the columns. Here you’ll find the line item called ‘Admin fees’ and you can see and export a summary of the admin fees you’ve been paid.
Note: We will shortly be launching Transfer Reports, where you can see exactly who’s transferred and how much money you’ve made more easily. We’ll update this guide when it’s released.
How can I export a list of all the people who’ve transferred out of my event?
You won’t be able to see those who’ve transferred out specifically, but you’ll be able to see a list of everyone who’s cancelled. Go to your startlist, click export and filter by Status= Cancelled.
How do I see a list of people who’ve transferred into my event?
This is not currently possible. They will appear on your startlist as a new booking with the status ‘Confirmed’.
Note: We will shortly be launching Transfer Reports, where you can see exactly who’s transferred in and out of your event and how much money you’ve made more easily. We’ll update this guide when it’s released.
How do I exclude certain tickets from transfers?
If you wish to exclude certain tickets from being transferred, let your account manager know partnersuccess@letsdothis.com
Can I transfer them myself?
You can do this for the participant if you wish to. You can manually go into the Manage Booking page of their profile and transfer their entry to a friend. However, it’s better if they can do this themselves. Please see this help guide for reference. https://www.letsdothis.com/edit-booking/[BookingReference]
How do I do this in bulk?
You cannot transfer to a friend in bulk. If you wish to do a bulk transfer to another race or event for free or for credit, please let your TAM know
Where does the money go?
Any admin fees will be attributed to the same event, for a transfer to a friend.
Can the participant send the link out twice?
Yes, if they made a spelling mistake or changed their mind and want to send their entry to another person, they can go back into their Manage Booking flow and change the email address and resend the link. This will overwrite the original link, which won’t work.
What happens if I update the admin fee while there are transfers in progress?
The admin fee is locked when the transfer is sent, so any transfers that are already in progress when you changed the fee will keep the original fee. Any new transfers started after the change will show the new fee.
What happens if I update the transfer deadline while there are transfers in progress?
If you update the transfer deadline it will apply to all transfers whether completed, in progress or new. It’s up to you to let participants know that you’ve changed the deadline.
What happens if someone wants to transfer out of a team?
Transfers to a friend only work for social teams. So if you've set up a structured team with a min or max number of participants, transfers will not be available.
When someone transfers out of a social team, the new participant will not automatically be included in the same team, they will have to join that team during checkout. In addition, if the captain of a team transfers their entry to a friend, their friend will not automatically receive the captain tag, it would go to the next person in the booking. Read the help article for Managing Teams
What happens if someone wants to transfer out of a structured team?
You will need to give them credit instead, or use the ‘transfer manually and immediately’ feature from your dashboard. However, this option will also remove that participant from the team. Support for transferring teams and group bookings is coming soon.
How do transfers work for tickets with multiple entries included?
If you have set a minimum amount on a ticket greater than 1, participant to participant transfers will not be possible. This is because the new participant is only allowed to buy 1 ticket.
What if the original participant bought add-ons?
All add-ons, including price adjusting fields in the booking form (such as postage and packaging) will be cancelled and no refunds given.
🗣️ If you’d like to give feedback on the experience, or want to suggest any improvements, please contact your Account Manager.