What is Waitlisting?
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!
Notification and Confirmation
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.
Reports and Management
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.
We’ve had tickets in Event Wizard® for some time now, which utilize barcode scanning for quick and accurate check-ins. This is great for something like a general entry ticket to a conference, but what if the conference has multiple seminars or other components? This is where fee-based tickets come into play.
A fee-based ticket is exactly that: a unique ticket, (or multiple tickets for fee quantities) for each fee on your form. They are great for things like multi-seminar conferences, pre-ordering merchandise, or event tours. Since each ticket is fee-dependent, we will need to enable it for any fee that requires tickets. For this example we will be adding a new fee, for which we will enable tickets.
In the Properties section of the Add a Fee page you’ll notice a few checkboxes, one of which reads “Enable tickets for this fee?” – check this box.
NOTE: You can also enable tickets for any existing fee by editing the fee and ensuring that same box is checked, but try to avoid doing so once an event has already started taking registrations. If you do not enable fee tickets before the registrations start coming in, you will need to update each existing registration in order to generate tickets for those registrants’ fees.
Once saved, we can test it out by completing a registration and viewing the Thank You/confirmation page.
Under the event header, you’ll notice a red “View and Print Your Ticket” button – clicking this button will bring up the tickets page.
Here is where you can view your tickets or print them out for later use. Assuming you have general tickets enabled for your event, you’ll see this ticket at the top with the title “General Admission”. Underneath, you’ll see all the tickets for fees which you have tickets enabled, including multiple unique tickets for multiple quantities. These work the same way as the general tickets, in that they can be scanned and recorded by our Attendee Scanner app.
That’s it! Just be mindful of a couple key things mentioned above and you shouldn’t have any issues with fee-based tickets. However, if you do run into any roadblocks, you can always contact tech support through your account and we will get you sorted as soon as possible.
Merge tags are a vital tool when composing your confirmation emails, since they allow you to personalize each registrant’s emails by automatically inserting things like their name and registration info. Our latest system merge tag generates a personalized link to each registrants’ ticket, for when it comes time to check them in at your event using our free mobile Attendee Scanner app.
Adding a Ticket Link to your confirmation email is easy. Start by going to your event task list and clicking the Edit Payment Confirmation email link.
Next, click the Insert System Merge Tag dropdown in the editor’s toolbar and scroll down – you’ll notice an option to insert the Ticket Link. Once selected, the Ticket Link merge tag will be inserted next to your cursor in the editor.
NOTE: It’s important to keep in mind that the ticket will only successfully scan once the registrant has paid for their registration, so it makes the most sense to place this tag in the Payment Confirmation Email, rather than the Registration Confirmation Email.
Much like an <a> tag in HTML, the Ticket Link merge tag consists of an opening tag, link text/contents, and a closing tag. Please ensure the opening and closing tags aren’t altered, since they tell the system where to insert the custom link when the email is eventually sent out. The only part we need to be concerned with is the link text between the two tags – change it to something more relevant, similar to the screenshot above, then click Save.
It’s important to test your confirmation email to ensure the link is appearing and functioning properly. Once you receive your test email, assuming everything went as planned, you’ll notice that the Ticket Link merge tag has been transformed into a proper link, which gives access to a personalized ticket for the registrant to whom it was sent.
That’s it! Nice and easy. If you have any questions about the new Ticket Link merge tag or any other merge tags, give us a shout. Also, be sure to download our mobile Attendee Scanner app so you’re prepared for when it comes time to check in attendees at your event – it’s free!
Part of Event Wizard®’s appeal is that it is extremely flexible and customizable. Because of this, we attract clients of all shapes and sizes, from the smaller individuals with a single event, to large event planning companies running events throughout the year. Sometimes our larger clients employ multiple people to build and run their events, so it can get a bit cumbersome if everyone has to share a single Event Wizard® account, (along with a single email and password).
Enter the new sub-account feature!
How does it work?
There are main accounts and sub-accounts, (also called “users” or “account users”).
What is a main account?
When you add a user to your account, you become the main account for that user, (and any other subsequent users you add to your account). Main accounts can see and edit their own events as well as the events created by any of their user/sub-accounts.
What is a user/sub-account?
When you add a user, (or users) to your account, that user becomes a sub-account of your account. Sub-accounts can see and edit their own events plus the main account’s events.
Sub-accounts cannot see each other’s events. Any event that needs to be accessible to everyone in your organization must be created by the main account.
How do I create a sub-account?
Start by logging into Event Wizard® and clicking the My Account icon in your main menu. On this page you’ll see a series of tabs that allow you to check or modify things like your Personal Information, Account Preferences, and Account Usage – click the Users tab and then the +Add New User link.
On the next page, you’ll need to enter the first name, last name, and email address of the user you wish to add or create, then click the Add User button. From here, one of two things will happen:
- If the email address entered is already being used by an account in Event Wizard®, the user will receive an email asking them to confirm your request to join to your account.
- If the email entered doesn’t already exist in Event Wizard®, a new account is created and an email is sent asking them to activate before it can be used.
Once the above action is taken, the requested account will become a sub-user of the original account, and will show up under the Users tab on the My Account page.
It’s important to note that the account balance ($) in the parent account does not get shared with its sub-users, (and vice-versa). For example, if a sub-user creates an event, they must have a positive balance in their own account in order to run it, since they are the owner of the event. The only exception is for annual license holders; if a main account holds an annual license, the user accounts do as well.
That’s it! If you have any questions about this new feature or anything else in Event Wizard®, feel free to contact us.