Event managers may want to set up waiting lists for fully booked sessions so that when capacity becomes available, attendees will be offered to book their place for those available sessions.
This article will cover the following:
Turning on waiting lists for sessions
Event managers are required to activate a setting to enable attendees to be placed on a waiting list for a session that has reached full capacity.
Navigate to Setup > Program > Settings
Check the checkbox “Use waiting list for all sessions with a limited capacity”
Update the attendee response period
Choose the limit of attendees on the waiting list
Note: The limit on the waiting list is restricted to a maximum of 100 people.
Setting up capacities for sessions
Capacities are required to be set up for sessions so that a waiting list can be triggered when full capacity is reached.
For more information on adding sessions and capacities, please see our support article, “Adding, duplicating, and importing sessions”.
Managing Waiting Lists
When full capacity has been reached for a session, attendees will be given the option to book onto the waiting list. Once they have booked onto the waiting list, Event Managers will be able to view and manage the waiting list for each session.
Navigate to Setup > Program > Sessions
Select a session row, and use the “Tools” spanner to select “Manage Waiting List”
View the position of people on the waiting list, their status, “Offered” or “Waiting”, and the “Respond by” date and time.
Select a person row, and use the “Tools” spanner to “Edit” or “Remove” a booking from the waiting list
Use the “Tools” spanner to export the waiting list to Excel
Offer email for waiting list place
If an event manager increases the session capacity, or an existing attendee cancels their session booking so that a place becomes available for the session, an offer email will be sent to people on the waiting list, and they will be offered to book the session.
The following are some rules regarding the offered place:
The place is offered to the person in 1st position on the waiting list
If the person offered does not respond within the time period (default 24hrs), then the next person on the waiting list will be offered the place
The following are some rules regarding the offer email:
If it is a group booking, the offer email will be sent to both the lead booker and the attendee
If an email address does not exist for the attendee, then only the lead booker will receive the offer email
Clicking “Accept” will accept the offered place for the session
Clicking “Decline” will decline the offered place for the session, and the next person on the waiting list will be offered the place
The offer email is a system email and is not available to edit
If an attendee is offered a place but has a concurrent session with a time conflict, they will be able to accept the place which will remove them from the conflicted session