If an Event Registration Capacity is set, Registrants automatically waitlist for the Event when the Event is full. If spaces become available, waitlisted Registrants register automatically.
How to Setup Event Waitlist Option
1. Add the Registration Capacity on the Event Detail page (Plan > Event Setup > Details). 2. Once the Registration Capacity entered in this field is reached, all other Registrants waitlisted. 3. Enable Automatic Event Waitlisting under Plan > Configure > Options.
Automatic Event Waitlisting settings
- Waitlist Status: Select a Registration Status to be applied to a Registrant who joins the Event Waitlist.
- Update Reg Status: Select a Registration Status to be applied once a Registrant cancels their Registration or once the Registration Capacity increases.
- Send Email (optional): Select the Email Template to confirm the registration.
> Note: You may have setup an automated Email based on Registration Status. If an automated Email is set up, you do not need to select any Email from the list.
- Once the Registration Status is changed to Registered, the Email sends automatically.
- Otherwise, selecting an Email Template is highly recommended so that the Accepted Registrant knows that the Registration has been approved.
4. Navigate to Plan > Forms > Select your Form > Event Waitlist, and edit the text as you prefer. 5. Navigate to Plan > Forms > Select your Form > Setup, and select Allow form to remain open when event Registration Capacity is reached. 6. Add an Event Waitlist section to the Online Form Sequence, and click Save.
Waitlisted Registrants see the Event Waitlist message and a checkbox to confirm adding themselves to the Waitlist.
Waitlist Queue
When a Registration is added to the Waitlist, the Registration is stored in the Event Waitlist Queue. You can see the queued Registrations below the Event Waitlist options under Plan > Configure > Options.
Waitlist Queue fields
- Date processed: The time when the registration was processed
- Queue order:
1is the first Registrant to join the queue - Is processed?: Yes or No
- Source: Automatic or Manual (if processed)
The queue processes on a first-come, first-served basis. If you want to move someone in the queue to Registered, you can manually change their Registration Status.
Additional Notes
Fee-based events
- Waitlisted Registrants still accrue charges for any fees associated with their Registration.
- If a Registrant enters a credit card number on the form, the card information stores securely but does not process upon submission.
- If space becomes available, and the Registrant is accepted into the event, then either the Registrant needs to log back into their Registration to process the payment or a Planner needs to process the payment manually.
Clearing the Registration Capacity
- If a Planner clears the Registration Capacity field, then every Waitlisted Registration becomes Registered.