How to | Create a Cancellation Workflow

This guide will walk you through how to set up a cancellation workflow that allows registrants to cancel their event registration through a dedicated form link.

By following these steps, you’ll:

• Create a Cancel Form URL property on the hapily Registrant record

• Update your New Registrant Created workflow to automatically generate that URL for every new registrant

• Create a Cancel Registration Form with a property to capture their cancellation

• Configure a workflow to update their registration status to Canceled

event·hapily 🐳 | Cancel Event RSVP walkthrough - Watch Video

Configuration Steps:

1. Create a Cancel Form Record ID property
   1. Object Type: hapily Registrant
   2. Property Type: Single-Line Text
   3. 🚨 BE CERTAIN TO SELECT 'REQUIRE UNIQUE VALUES' - this is critical to ensure HubSpot knows what Registrant record to write the form submission to
2. Create a Cancel Form URL property
   1. Object Type: hapily Registrant
   2. Property Type: Single-Line Text
3. Create a Cancel Registration property
   1. Object Type: hapily Registrant
   2. Property Type: Single Check-box
4. Create A Cancellation Form
   1. Required Properties:
      1. Record ID (hapily Registrant)
      2. Cancel Registration (hapily Registrant)
   2. Optional: If desired you can add additional hapily Registrant properties such as Cancellation Reason
5. Add the following actions to your event•hapily 🐳 | New Registrant Created workflow
   
   1. Set Cancel Form ID to Record ID.
      
      1. Record Type: hapily Registrant (Enrolled Record)
      2. Property: Cancel Form ID 
      3. Value:
6. Create your 'event·hapily🐳 | Cancel Registration' workflow
   1. Enrollment criteria: When 'cancel event registration' is known
   2. Action: Edit Record - 'Status' to 'Canceled' 
   3. Optional: You can also trigger all kinds of other communications like an email confirmation of cancellation in this workflow as well. Just be sure to use registrant-based tokens if you need to reference the event this person signed up for!
       
7. Include the 'Cancel Form URL' in your confirmation and/or reminder emails.
   1. On your registrant-based emails for confirmation and reminders, you can embed the 'Cancel Form URL'. You can add this as a button or as a link in your emails.