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Waitlisting

Within Event Management, users can indicate if they wish the Event to have a waitlist. Waitllisted Registrants are handled automatically only when an Active Event Registration has been Cancelled. Waitlisted Registrants are not handled automatically if the Capacity is increased or if an Active Event Registration is deactivated or deleted. In the latter scenarios, users must mark Waitlisted Registrants as Active by unchecking the Waitlisted Check box on the Event Registration form and saving the record. 

Setting up a Waitlist

To set up a waitlist for a an Event, the following fields should be completed: 

  • Registrant Waitlisted Offset: This is the registrant waitlist capacity or the maximum number of registrations that can be on the waitlist
  • Guest Waitllisted Offset: This is the guest waitlist capacity or the maximum number of guests that can be on the waitlist.

NOTE: There are 2 other fields related to the waitlist on the Event, but these should NEVER be modified. The system automatically updates these fields. (In the future, these fields may become read-only.) 

  • No. of Watilisted Registrants: This is the current number of registrants that are waitlisted
  • No. of Watilisted Registrants: This is the current number of guests that are waitlisted

Waitlisting Messages

Users should create or modify and attach the related Waitlist Messages to the Event 

The Waitlisting Process

The following is an overview of the waitlisting process that occurs IF an Event has reached capacity and IF the Event has a waitlist that has not yet reached capacity: 

1. From the Event Calendar, if a student clicks on the Event URL -- or if they are taken directly to the Event URL -- they will see the Event Details page. This page will display the Waitlist Capacity message. This message indicates that the Event is has reached capacity and that subsequent Registrants will be placed on the waiting list. It is worded as such This event is at capacity. Click continue to add your registration to a wait list”. This Waitlist Capacity Message cannot be modified. 

2. The student will click on the Register button and follow the typical process for Web Registration for an event. 

3. Once the student submits their registration, they will see the Waitlisted Thanks Message. They will also be sent the Waitlisted Email Message. 

4. Within the system, the student's registration will be created. In the registration status area, the Waitlisted Registrant box will be checked. 

5. Waitlisted Registrants are handled automatically only when an Active Event Registration has been Cancelled. In this case, the system will uncheck the Waitlisted check box on the Event Registration. Waitlisted Registrants are not handled automatically if the Capacity is increased or if an Active Event Registration is deactivated or deleted. In the latter scenarios, users must mark Waitlisted Registrants as Active by unchecking the Waitlisted Check box on the Event Registration form and saving the record. 
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