Overview
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Wait List
- A list created when an individual or group wants to register for an event or session that has reached its capacity.
To create a wait list, you must select the allow wait list? and auto register from wait list? check box options when on the Add - Event page (See Adding an Event).
If the allow wait list? check box is NOT selected, and you attempt to register a customer for an event that has reached capacity, you will see a message that the event is full, and you will not be allowed to accept payment for the event registration.
If allow wait list? check box is selected and the event is at capacity, the Individual’s name (or Group) will be added to the wait list and the registration payment will be processed.
When a registrant cancels an event registration and the auto register from wait list? check box is selected, the first person on the wait list will be removed from the wait list and their wait-list status on the necessary child forms will change to "N" (No). Also, the on wait list? check box will be automatically cleared on their Events Registrant Profile. ***THIS WILL BE ALL BE DONE AUTOMATICALLY, COMPLETELY TRANSPARENT TO YOU!!!***. A confirmation e-mail will be sent to the person who was removed from the wait list and added to the event.
If the auto register from wait list? check box is NOT selected, the people on the wait list will stay on the wait list until they are manually removed. Also, when this option is not selected, if you attempt to register a customer for the event after the event is at capacity, they will will be added to the wait list regardless, even though there may have been some cancellations leaving spaces open at the event (remaining > 0, available = 0).
(Note: The auto register from wait list? check box will display as automatically register from wait list in the Profile Information Panel of the Events Profile page and as automatically register from wait list - space permitting in the Edit Event Information window, after the event has been created.)
To navigate and view the Wait-List, go to the Events Profile and select the Wait-List tab.
(Note: The Wait-List tab is in the More (Profile Details) tab. Depending on your User Preferences, you can have it in your primary display).
The individuals will display on the waiting list child form in chronological order as to when they were added i.e. First ON = First OFF.
They will also display in the Registrants child form on the Events Session Profile page with the Wait List? column marked "Y" (Yes).
The Attendance figures and Wait List totals display in the Statistics Information Panel (right) on the Events Profile page. The on wait list field will ONLY display the number of Individuals on the waiting list for the Main Event. The child forms on the Profile Pages will display ALL of the records that are on wait-lists.
When the registered number reaches the capacity number, the next individual that you register will be placed on the Wait-List and the available and remaining will be at zeros (0). When a Registrant is placed on the Wait-List, the on wait list? check box is automatically selected on their Events Registrant Profile page.
When Adding a Session to an Existing Registration, the registration forms will note that a session has a Wait-List in the Sessions section, Comments column of that record.
Usage
| The Statistics originally entered for this event have been altered multiple times to accommodate Screen Shots for this functionality! |
When registering an individual for an event that is at or over capacity, a warning window will display at some point during the registration process advising you of that individual's order on the wait-list for the main event and/or any session for which they want to register (the timing of the message may vary based on the registration form you are using). In the example below, the individual is the first on the waiting list for the main event and both sessions.
Manual vs. Automatic Registration
- Manual
- Most common method, more versatile and flexible but requires more time, organization, and communication. This method could promote favoritism or partiality, however.
- Automatic
- Seamless and transparent, no time constraint but rigid in it's selection. Not available when using the RecognizeRevenueDuringFulfillment System Option as the registrants coming off the wait-list must have invoices generated.
SCENARIO: A VIP, Board Chairman, etc., is now available to attend the event but it has reached capacity or they register late or forget to register altogether.
Managing your Wait-List Manually would allow you to select that individual for the event when a space becomes available, in essence moving them to the top of the list. With Automatic Registration, that flexibility would not be available as they would have to wait until they were at the top of the wait-list before being moved into the event.
Increasing Capacity
By simply increasing the capacity of the event or session, the first registrant on the wait-list will be removed from the wait-list and added to the event (depending on the settings you selected when adding your event).
To increase capacity:
- On the Events Profile page, click the Edit Event Info button on the Profile Information Panel. The Edit Event Information page will display.
- Click in the capacity field and edit the amount to the desired number.
- Click Save.
If the auto register from wait-list? check box is selected, the first registrant on the wait-list will be automatically removed from the wait-list and added to the event or session. If it is not selected, you must manually remove the registrant from the wait-list (See Below).
In the screen shots of the Waiting List on the Events Profile and the Statistics information panel in the Navigating to the Wait List section above, you will notice the capacity is 60 and the first registrant's name displays three (3) times (Note: If there in not a specific session referred to in the child form, that record is on the wait list for the Main Event).
Below, after increasing the capacity of the Main Event by ONE (1) to 61, the first record on the child form no longer displays on the wait-list, the on wait list? check box is automatically cleared, and wait list? column on the registrants child form is changed to "N" (No).
Auto Reg After an Event Cancellation
The most common method of removing an individual from the wait-list and adding them to an event or session is through a Registrant Cancellation.
Execute the Cancel Registrant process. If the registrant is cancelling an event and/or session with a waiting list, the next individual will be removed from the wait-list automatically and added to that particular event or session. Again, this will be completely transparent to the user.
Manually Removing a Registrant from the Wait-List
The most common and versatile method of managing your event Wait-List is to do it Manually.
Using the previously noted SCENARIO as an example, "Aceof Spades" is a VIP and you want to get him into the Main Event and two other Sessions. By not selecting the auto registration functionality, you can get him into all of these events immediately.
To manually remove individuals from the wait-list and add them to an event or session, the auto register from wait list? check box must be cleared on ALL of the pertinent Events or Sessions.
1. After you have cancelled a registrant or the capacity increased, click the goto arrow on the Registrant you wish to remove from the Wait-List and add to the Main Event. The Registrant Profile page will display.
2. Clear the on wait list? check box.
3. Click Save.
4. The individual will automatically be added to the Main Event.
5. To manually remove an individual from the Wait-List and add them to a Session:
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- Go to the appropriate Events Sessions Profile page.
- On the registrants child form in the Registrants tab, click the edit button of the record you wish to remove from the Wait-List and add to the Session. The Edit - Events Registrant Session window will display.
- Clear the on wait list? check box.
- Click Save.
Adding a Group Registration to a Wait-List
SCENARIO: There are THREE (3) remaining spots left for an event and and there is a GROUP REGISTRATION consisting of FOUR (4) slots or individuals. What happens?....
The registration is processed normally. However, the last name or organization (if using the Group Registration form or Quick Group Registration Wizard) that was ENTERED on the form will be the record added to the Wait-List.
Related Functionality
- Event Registrant
- Tracks or Session Registration
- Transfer Registrant
- Substitute Registrant
- Cancel Registrant
- Guest Registrant
- Event Sponsor
- Price Attributes
- Event Wait List
- Event Housing
Additional Information
Technical Information
If you use a COE Event Registration Form and the RecognizeRevenueDuringFulfillment System Option is turned ON, an Order and not an Invoice is created until that registrant is removed from the waiting list. If this option is selected, the revenue will also not be recognized on any G/L Account line items until registrant is removed from the Wait List and the order is fulfilled.