Overview
Event waitlisting activates when an Event Registration Capacity is set. The system can automatically waitlist registrants when the event is full. If spaces become available, waitlisted registrants will be registered automatically.
Step 1: Add the Registration Capacity
- Plan > Event Setup > Details.
- Enter the Registration Capacity on the Event Detail page.
- When the Registration Capacity is reached, all other registrants will be waitlisted.
Step 2: Enable Automatic Event Waitlisting
- Plan > Configure > Options.
Waitlist Status
- Select a Registration Status to be applied to a Registrant who joins the Event Waitlist.
- The default Registration Status is Waitlist Hold.
Update Reg Status
- Select a Registration Status to be applied once someone cancels their Registration or the Registration Capacity is increased.
- The Registration Status will be changed from Waitlist Hold to the selected Registration Status automatically.
Send Email
- Select the Email Template to confirm the registration (optional).
- Note: You may have set up an automated Email based on Registration Status.
- If so, you do not need to select any Email from the list.
- Once the Registration Status is changed to Registered, the Email will be sent automatically.
- Otherwise, it is highly recommended you select an Email Template so that the Accepted Registrant will know that their Registration has been approved.
Step 3: Customize Event Waitlist Text
- Navigate to Plan > Forms > Select your Form > Event Waitlist.
- Edit the text as you prefer.
Step 4: Keep Form Open When Capacity is Reached
- Navigate to Plan > Forms > Select your Form > Setup.
- Select Allow form to remain open when event Registration Capacity is reached.
Step 5: Add the Event Waitlist Section to the Online Form Sequence
- Add an Event Waitlist section to the Online Form Sequence.
- Click Save.
- Waitlisted Registrants will 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.
- The queued Registrations appear below the Event Waitlist options under Plan > Configure > Options.
- Date processed: The date the registration was processed.
- Queue order: 1 = first to join the queue.
- Is processed?: Yes or No.
- Source: Automatic or Manual (if processed).
- The queue is processed on a first-come, first-served basis.
- If a registrant should be moved from the queue to Registered, manually change their Registration Status.
Additional Notes
- Fee-based events: Waitlisted registrants will still accrue charges for any fees associated with their Registration.
- If a registrant enters a credit card number on the form, the card information will be securely stored but not processed upon submission.
- If space becomes available and the registrant is accepted into the event, 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, every Waitlisted Registration becomes Registered.