Overview
If an Event Registration Capacity is set, Registrants can be automatically waitlisted for the Event when the Event is full. If spaces become available, waitlisted Registrants are automatically registered.
How to Setup Event Waitlist Option
1. Add the Registration Capacity on the Event
Add the Registration Capacity on the Event Detail page (Plan > Event Setup > Details).
Once the Registration Capacity entered in this field is reached, all other Registrants are waitlisted.
2. Enable Automatic Event Waitlisting
Enable Automatic Event Waitlisting under 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 changes from Waitlist Hold (or your custom Waitlist Status) to the selected Registration Status automatically.
Send Email (optional)
Select the Email Template to confirm the registration.
> Note: You may have setup 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 is sent automatically. > Otherwise, it is highly recommended you select an Email Template so that the Accepted Registrant knows that their Registration has been approved.
3. Edit the Event Waitlist text
Navigate to Plan > Forms > Select your Form > Event Waitlist, and edit the text as you prefer.
4. Allow the waitlist form to remain open
Navigate to Plan > Forms > Select your Form > Setup, and select Allow form to remain open when event Registration Capacity is reached.
5. Add the Event Waitlist section to the Online Form Sequence
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 view queued Registrations below the Event Waitlist options under Plan > Configure > Options.
- Date processed: When 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 someone needs to be moved in the queue to Registered, the Planner can manually change their Registration Status.
Additional Notes
- Fee-based events: Waitlisted Registrants still accrue charges for any fees associated with their Registration.
If Waitlisted Registrants enter a credit card number on the form, then the card information is securely stored but not processed 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 their 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.