Adding a Waitlist to your Registration Field and Waitlist Management

Adding a Waitlist to your Registration Field and Waitlist Management

Waitlist Management functionality

When a waitlist is configured on a field, the waitlist is considered to be enabled (i.e. configured), but is not activated.

When the max count on a waitlist is reached this will automatically activate the waitlist by displaying the 'Sold Out' text on the registration form, enable the ability for individuals to join a waitlist and provide the tools for the admin to manage the waitlist. As the item is added or removed from the registration shopping cart, the registered count will fluctuate. If the registered count changes to below the max count due to the item being removed from the cart or cancelled registrations, this will not deactivate the waitlist. The waitlist remains active and the admin will need to manage and allocate the remaining available spots.

IMPORTANT NOTE: Items are counted when added to a registrant's shopping cart, regardless if the item has been paid or unpaid. Therefore, there will be incomplete attendees who have reserved a spot. The admin should review, manage and email incomplete attendees manually using the Report tools or we recommend using the Complete Attendee wizard to automate notifications and manage incomplete invoices. Refer to: How to manage Incomplete Registrations using the Complete Attendee Wizard

Enable Waitlist

  1. Click Dashboard
  2. Click the Attendee Module for your conference
  3. Click Settings
  4. On the Module Settings screen, scroll down to the Wait List Function attribute
  5. Click the radio button for Enabled to enable

  6. Scroll down and click Update Settings button to save

Creating A Waitlist

  1. Click Dashboard
  2. Click the Attendee Module for your conference
  3. Click Settings
  4. Click Registration Setup and then Registration Fields from the drop-down
  5. Click Edit on the field that needs a waitlist 
  6. Your field must have a Max Count set. Once capacity is hit attendees will see the field is sold out but can join the waitlist.
  7. Scroll to Wait List Enabled set to Yes to turn on the waitlist function. 
  8. Wait List Activated will automatically be set to no. When your field's max count is hit it will automatically be turned on (set to Yes). This is an admin override to turn it on before or turn it off manually. 
    1. Click View Wait List to view attendees that are currently on the waitlist.
  9. Wait List Max Size:
    1. Is the total amount of people that can add themselves to the waitlist.
    2. Once the waitlist max is reached no one else can be added to the waitlist.
    3. Once the waitlist is full attendees will see the field is sold out and the waitlist is full.
    4. Set to 0 to make it always open (unlimited amount can join the waitlist).

Using a Field's Waitlist

  1. Click Dashboard
  2. Click the Attendee Module for your conference
  3. Click Registration Breakdown from the My Reports area on your Attendee Dashboard
  4. Select the field with a waitlist enabled from the fields list.
  5. Ensure Summary Count Only is checked.
  6. Click Generate

  8. The Total Registered will open a list of registered attendees
  9. The Wait List will open a list of attendees registered and the waitlist. The Waitlist is ordered by the date the attendee was added to the waitlist.
  10. Each of the pop-ups will let you manage individuals in each list.
  12. If an attendee cancel's the admin will be required to remove the attendee from the registered list and add the next or the desired waitlist attendee. 
  13. To remove the existing attendee, click manage and remove the registration item from their registration. 
  14. To add to a waitlist attendee, click manage and add the registration item to their registration.