If you want registrants to continue to register for an event, function or item after reaching the maximum capacity, utilize waitlists. To configure an item, registrant type or function to use a waitlist:
- Enter the Maximum Capacity for the specific item, registrant type or function.
- Enter the Waitlist Maximum Capacity. This is the capacity of the waitlist only, excluding the Maximum Capacity entered above.
Once the Maximum Capacity entered into step 1 for the item, registrant type or function is reached, then the registrant can register but it is at a Waitlist status. Waitlisted items, registrant types and/or functions are not charged and are not placed on the payment plan.
Additional waitlist rules:
- There are still 2 items available but you want to register for 3. In this case, you receive the following message:
There are registration items that will not be available for some of the selected registrants. Do you still want to attempt to order the items?
Click Yes on the message and all 3 items are ordered with a Waitlist status. - The Maximum Capacity is reached and there is already a waitlist. An order that includes an active item/function/registrant type is cancelled and there is now an available opening. You cannot add an item into the available opening; it is added at a Waitlist status. The current AND waitlist numbers must add up to less than the regular maximum capacity to add the item/function/registrant type at an active status. This prevents someone from going past the waitlist and taking the opening before being filled from the waitlist.
- If there are already registrants on a waitlist, newly added registrants are placed on the waitlist unless there is enough space for all the already waitlisted items and the new items. This same rule applies to items/functions/registrant types that are cancelled and then reinstated.
- If both the Maximum Capacity and the Waitlist Maximum Capacity are reached, the item/function/registrant type shows as Sold Out.
- Canceling a waitlist item/function/registrant type does not charge cancellation fees.
- When a waitlist item/function/registrant type quantity changes, the waitlist quantities update. If the item/function/registrant type is an active item, the Current Sold quantity is updated.
- You cannot complete waitlist items. When completing work order with waitlist items, you receive a prompt to cancel the item. You cannot complete the work order until you cancel the waitlist items or move all the the waitlist items off of the waitlist.
Waitlist Filling
You can fill from the waitlist using a manual or automatic process. The automatic process is only applicable for registrant waitlisting.
Manual
To fill from the waitlist for a specific event:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the waitlist items.
- Right-click and select Tools -> Registration -> Registration Setup. The Registration Setup screen opens.
- Select the Registration Waitlist tab.
- Select the item(s) to promote. Use Ctrl+Click or Shift+Click to select multiple items.
- Right-click and select Auto Fill Available.
To view and/or fill from the waitlist for multiple events at one time:
- Click the Registration Waitlist link from the Main Menu. The Registration Waitlist screen opens.
- Select the item(s) to fill. You can show the Available column to easily view if there is availability for the item/registrant.
- Right-click and select Auto Fill Available.
Automatic
You can set up the software to automatically promote a waitlisted registrant to a registered registrant. See Automatic Waitlist Filling for Registrants for more details.
Comments
36 comments
Can registrants be added to the waitlist from the admin side in v20?
0 upvotes
Registrants can be added to the waitlist by adding a registration order and selecting the item which is currently in waitlist status - no matter if from v20 backoffice or v20 online registration.
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We have a max capacity set to 1, and a waitlist set to 5. I registered someone, and now it is already showing as "SOLD OUT", rather than "WAITLIST". This is for a function, not a Registrant Type. Can you help?
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Becky: I have created a support ticket for you to find a solution to your query.
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The problem we found with the waitlist feature is that the registrant still gets a confirmation email from the online registration and it appears to them like they are signed up for the event, when in reality they are only on the waitlist. Is there a solution to this? We are on V20.6.
2 upvotes
Is there a way to set a wait list to Registrant Types?
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So if openings become available in the Regular max capacity, how do you move the wait list items over to that?
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Hi Lori,
On the Registrant Type, there is a Waitlist Capacity field that can be used to set up a waitlist for the registrant type. If this field isn't displaying, on the Edit Event Registrant Type screen, there should be an Edit Layout link in the lower right hand corner (if it doesn't display, you may need to work with your system administrator as there are access privileges for the link). Click on that link and on the Edit Layout screen, find the Waitlist Maximum Capacity field in the Available Columns and drag it over to the right side of the screen to where you would like it to display. Once you enter a value into this field, then a waitlist will be used for the registrant type.
If openings become available, go to the Registration Setup screen for the event and click on the Registrants tab. There is a section called Registration Waitlist that displays the registrants that are on the waitlist. Find the item(s) you need to fill from the waitlist, right click and select Auto Fill Available. This will move the item off the waitlist and into the available spot. If there are multiple events you need to do this for, you can also use the Main Menu option called Registration Waitlists and you can view the waitlisted items across events.
Regarding the confirmation, in the default confirmation for v20.6, there should be a (WAITLIST) text that displays before the registrant type in the confirmation to signal to the attendee that they are on the waitlist. If the confirmation has been customized, it is possible that it needs to be updated or changed to handle the case of waitlisted items.
Thanks,
Maggie
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I too seem to have the SOLD OUT problem just like Becky S. comments above. Was this resolved with the ticket opened on her behalf?
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I had to set the function capacity and waitlist capacity twice. Once on that main screen, and then once drilled down further in the price setup. It may be slightly different depending on which version you're on! Good luck!
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There are limitations with waitlist that are corrected in 20.8.
You have to set waitlist at the top level of the registration, and then again if you have a defined registrant, on that registrant.
We had difficulty getting functions waitlist to work correctly in conjunction with registrants and/or the main registration waitlist.
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Dustin, please submit a ticket for your issue.
Thanks!
Carrie
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HI,
We have successfully enabled the waitlist functionality for our portal.
My question is if we change the current sold capacity/increase the current sold capacity if we have more space, how do we ask the registrants to pay for the items they have been waitlisted? Will system automatically read the change if the spaces are available.
Should we ask them to edit their order online or should we ask them to add a new order online? What is the best practice?
We are on v20.8 L x55 and the payment configured is only Credit Card.
Ideally, we would like delegates to go online and pay for their order which they were waitlisted to. Any thoughts here!!!!
Thanks
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Once registration capacities have been adjusted, it’s best practice to use the Fill Available feature from the Registration Waitlist window. Once registrants have been moved into the available slots, their orders will reflect the balance due for the newly assigned items. Then, the typical process is to send an email to those registrants notifying them of being moved off the waitlist. In that email, it’s customary to include either (A) a link to the original registration form where they can make a payment or (B) and link to the payment portal to also make a payment. Option A should be used if you’d like to give the option to update/edit their previous registration choices. Option B is to make a payment only.
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Thanks Carrie for your help.
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Someone was cancelled in an event with a registration waitlist. The person on the waitlist was automatically changed to another level and taken off the waitilist. How do we get the order to show the amount of the charge? How do you move the registration to active?
We can see the amount on the registrant tab but the order tab is still $0. How do we complete this process so the order is set-up with a cost and the payment can be applied?
Is Fill Available the only option? If so, can you find it somewhere besides on the wailist.
Thanks for you help
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Hi Leslie,
I spoke with Development about this, and was told you will need to refresh the Registration Orders grid to see the updated order after you manually move someone off the waitlist.
Automatically moving someone from the waitlist is a custom process so you will have to contact Technical Services if there are issues with it.
Hope that helps!
--Carrie
0 upvotes
Enhancement request: Force registrant types and functions into waitlist status, regardless of current registration count.
Business Need: We are offering travel programs that require a level of validation prior to approval. I looked at the current "Registration Approval" functionality, but it does not operate how I would like (they show in registrant count regardless of approval level). I do not want someone to show on the active roster or count against event capacity until approved. My thought was to trick the system into waitlist status for registrant type and functions (set capacity to 1 and register a fake person), then up the capacity and auto-fill from waitlist when validated. For now I think I will be creating separate (no fee) registrant type and functions, then change registrant types as they are validated.
2 upvotes
Came to this article looking for the same thing as Rob Bodart above. It would be great if there was a way to force a waitlist.
For example, we have a public link and a staff link for our conference. We want staff to automatically go on a waitlist so we can approve them if we have space at the end. We cant put the capacity on the registrant type because the waitlist is only for some functions, but not all. Now I have to go into every function individually to set the capacity at 1, and the waitlist capascity, for our staff reg type (under reg type dependent pricing), then create a fake registration that I register for every function so that it prompts the waitlist to start.
If there is an easier solution for my scenario I would very much appreciate any feedback.
Sara
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We are using the waiting list functionality and recently noticed that 3 registration orders were changed from item status waiting list to open. I check the audit log and couldn't find any obvious activity. Do you have any ideas as to how this can happen and where I can look to find answers? Secondly, how can we change the 3 registration orders back to the item status waiting list?
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Hi Maryann, could you check if the Automatic Waitlist is active? That could be the reason for this behavior. On reviewing your case, I think the best way is to either change tue quatity of the item and change it again back to the original quantity (this will recalculate the order/item) or you can delete and readd the item. Hope this helps. There was an issue with the code that we already fixed.
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Hi Danilo,
how do you check if the automatic waitlist is active? Is there a separate place to tick/check?
I don't think we are using this as we are manually using the "auto-fill available" feature to move the registrants from waitlist. The issue Maryann mentioned above was noticed all of a sudden although the waiting list was working as expected before.
thanks for letting us know!
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Hi Shilpa, that is an option within registration configuration. I think we already resolved this issue with a code change in a hotfix.
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Thanks for the information Danilo!We will upgrade to the latest hot fix!
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Is there a way to send an updated confirmation (with QR code) to those who are moved from waitlist to open?
We are on V20.94H and do not have (or want to use) automatic waitlist and are using the [Ungerboeck Confirmation] with customised header and footer text and have included QR codes in the confirmation and email.
Scenario:
0 upvotes
Hi David,
It is not currently possible to re-send the same confirmation that is generated in public registration. There's only the option to generate the confirmation report and send it.
We do have an enhancement on the backlog that will allow you to choose different email confirmation templates based on waitlist promotion, editing orders, and cancelling orders. We are targeting this for the near future.
Thanks,
Mike
1 upvotes
Hi Mike,
So if I understand this correctly this brings up another question (and please correct me if I am wrong).
If someone registers (waitlisted or not) and for some reason does not receive their confirmation email with their QR code.
The only way for us to provide them with their QR code (so they can be checked in), is to navigate to their account, go to documents, find the appropriate copy of their confirmation email for that particular event and forward it to them again? And this would need to be done one at a time?
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Hi David,
That is correct.
Thanks,
Mike
0 upvotes
Hi guys, i want to monitor the waiting list in my Event, but there is no way how i can add it. I just can Access via the main menu.
How do I display my waiting list (for registrants) in my Event.
Thanks,
Christine
0 upvotes
Hi Christine,
You can see waitlisted registrants by going to the Registration Setup screen and going to the Registration Waitlist tab. This will show you all waitlisted registrants on the event. You can also go to the Registration Order Items tab on the event and show the Item Status column. The items with the Waitlist status correspond with the waitlisted registrants.
Hope this helps!
Thanks,
Mike Schepker
0 upvotes
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