Setting a limit to the amount of registrations is standard practice for many events. For example, if you only have 500 seats available for your gala dinner, you certainly don’t want to be selling more than that. Now, normally when your event has hit its set capacity, the registration limit feature kicks in and prevents any further registrations. This is great and all, but let’s say someone cancels and now you’re stuck with an empty seat, or maybe you found some more space at the venue for another table and can increase your registration limit — this is where waitlisting comes into play.
By using the waitlist feature in Event Wizard, you can allow registrations to continue past your event’s set limit, but have them placed a list separate from the main registrants. Then, in the case of any cancellations or the like, you can bring up your waitlist and see who’s next in line. Sounds pretty easy, right?
Let’s start by heading to the main edit screen, (ie: task list) of your event.
You can find the waitlist feature by going to the purple section of your task list, selecting Properties/Info from the submenu, then selecting Enable/Disable other advanced options.
On this next screen, you’ll see a bunch of advanced options for your event that you’re probably already familiar with, but the main one we are interested in is Enable/disable waitlisting — ensure this box is checked and click the save button. Oh, and you may want to double-check your Registration Limit while you’re here!
After activating the waitlisting feature, two new pages/sections are created: a waitlist notification and a waitlist confirmation.
The notification portion will appear above your registration form in place of your registration page contents, (if any exist). This is to notify the user that the event has reached its capacity and their registration – should they choose to continue – will be placed on the waitlist.
The confirmation page will appear in place of the Thank You page, which is displayed once the registration is submitted. This is simply to reiterate to the registrant that they haven’t been fully registered and that they have been placed on the waitlist.
Both of these sections have been titled and filled with sample information, however they can also be customized by heading to the purple section of your task list and selecting Edit Custom Pages.
To edit them, simply do so as you would with any other custom event page by clicking the Edit icon in the tools column and modifying the contents and properties as you see fit. It’s important to keep in mind that these pages will need to be translated if you have multiple languages enabled, just the same as any other page contents.
NOTE: Be mindful of the Page Type dropdown that appears on the edit screen(s), as this is the key identifier for each one and will determine which page is being used for which function. Only change this value if you’re familiar with page types in Event Wizard.
Enabling the waitlisting feature also opens up the Waitlist report, which is the main tool for managing your waitlist after you start taking registrations – let’s head over there now.
After landing on the reports summary page, open the main Reports and Tools dropdown and select the Waitlisted report.
Here you will see the registrants that came in after the registration limit was reached. It’s important to note that any names on this report do not appear anywhere else in your reports, since they are not fully registered at this point.
In order to change a “waitlisted” registrant into an actual registrant, it’s as simple as finding their name in the list and checking the box beside their name. By doing this, you’re effectively completing their registration, making them a full, proper registrant for your event — they will now appear in all the appropriate reports.
See? Told you it was easy! If you have any questions about our waitlist feature that may not have been answered here, please don’t hesitate to drop us a line.