Registration Waitlists

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:

  1. Enter the Maximum Capacity for the specific item, registrant type or function.
  2. 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:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the waitlist items.
  3. Right-click and select Tools -> Registration -> Registration Setup. The Registration Setup screen opens.
  4. Select the Registration Waitlist tab.
  5. Select the item(s) to promote. Use Ctrl+Click or Shift+Click to select multiple items.
  6. Right-click and select Auto Fill Available.

To view and/or fill from the waitlist for multiple events at one time:

  1. Click the Registration Waitlist link from the Main Menu. The Registration Waitlist screen opens.
  2. Select the item(s) to fill. You can show the Available column to easily view if there is availability for the item/registrant.
  3. 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.

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Comments

36 comments

Date Votes
  • David Pollock

    Hi Christine,

    To expand on Mikes comment above, we have "Views" setup in our Registration Order Items  tab and our Registrants tab which are filtered by Item Status = Waitlist - Waitlist, which will only display Order Items or Registrants that have that status.

    Also, our event managers find a snapshot total helpful which we have created by adding summary fields to the events window which are filtering the same way. (screenshot below).

    Hope this gives you some ideas!

    0 upvotes

  • Aubrey Zhou

    I was testing the wait listing functionality out. See below the configuration:

    When I goes for registration, the page only displays sold out. Shouldn't there be a message saying if you wish to join the waitlist?

    0 upvotes

  • Christine Frank

    Hi Mike, thank you for your explanition. I finally managed to add the tab (it was a bit hidden :-)) now i have it displayed directly in my Event which is perfect. I will check out the Item Status column at the regiatration order items.

    David Pollock: thank you, indeed it give me ideas, I will try to configure a view and i totally love the snapshot you created. I will try to do so as well.

     

    Thank you Mike and David!!

     

    Greetings

    Christine 

    0 upvotes

  • Mike Schepker

    Hi Aubrey,

    I took a look at your event in Test and for your scenario you need to change the Maximum Capacity Type to Function/Item (instead of Event/Item). You also need to add Waitlist Item Maximum Capacity to your layout and set that to 2 to match the Function Waitlist Maximum Capacity since there is only one item on your function. 

    Thanks,

    Mike

    0 upvotes

  • Andreas Langer

    Hi,

    can I add participants to the waitlist in the backend? Or do I have to go through front end?

    Thanks,

    Andreas

    0 upvotes

  • Mike Schepker

    Hi Andreas,

    Registration Orders in Back Office will respect the capacity and waitlist settings you have defined in Registration Setup. So if you have a function that is waitlisted in public registration, it will also be added to the order as waitlisted in back office.

    Thanks,

    Mike

    0 upvotes

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