Overview
The waitlist option is activated within each agenda section of the form. The waitlist option allows waiting lists to be offered (or not) for specific agenda items.
For example, Agenda Section 1 might contain scheduled agenda items of types Activity, Class, and Session Breakout. You want to provide a waitlist for sold out items.
However, Agenda Section 2 contains scheduled agenda items of type Meal. There are a fixed number of seats available and a waitlist cannot be offered.
Each Agenda Section has a Display Rules area. The Display Rules area includes options to present or not present registrants with a waitlist for full agenda items.
See Plan > Forms > Agenda > "Display Rules".
The default option is “Do not present registrant a Waitlist option for full agenda items.”
Activate the Waitlist Option in Agenda Sections
Complete the following steps to activate the Waitlist option in agenda sections:
1. Under Fields to Display, select ‘Selection Type’ in the first drop-down list. (This is the default selection.)
2. Under Display Rules, select the Present registrant with a “Waitlist” option for full agenda items radio button. (Note: This is not the default selection.)
3. Under Display Rules, select the option Replace the input option with the following text to enable display of a customizable message (and labels) when items are sold out.
When is the Waitlist Option Displayed on the Form for a Registrant?
The system prevents new registrants from taking available inventory when people are already on the waitlist.
The calculation uses the currently available number of slots.
It subtracts the current number of people on the waitlist (adjusted available).
This enables the planner to give waitlisted registrants priority if additional spots become available due to cancellations.
Example:
1. An agenda item has an inventory of 10 and offers waitlisting. 2. Ten people register and the item sells out. 3. Five registrants add themselves to the waitlist. 4. Two of the original 10 registrants cancel. At this point, there are two available slots, but five people are on the waitlist. 5. To prevent new registrants from selecting those two open slots, the system checks the waitlist against the available inventory. 6. If the number of people on the waitlist matches or exceeds the available inventory then the form will continue to offer the waitlist option.
Note: If the form is configured to display “Available” inventory and waitlisting is turned on, the values displayed on the form will be this adjusted available value. Keep in mind that the adjusted available value is only used by forms and is never visible to the planner in the administration screens.
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