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Event Waiting Lists
- Peter Hickson
When you have a popular Event that also has a limited number of places, a waiting list can be a great way to ensure that anyone who missed out can still register their interest if someone has to withdraw.
For more guidance for creating an Event, visit these guides: How to Create a Single Event | How to Create an Event Series
Adding a Waiting List to an Event
Edit an existing Event or create a new one.
Click on the “Sign-up" tab.
Set a maximum number of attendees for the Event.
Change “Waiting List” to “Yes”.
Complete the other Waiting List options if needed:
Place offer expiry: If set, this will be the amount of time a member has to accept a place they are offered when on the Waiting List. For example, someone withdraws from the Event and their place is offered to the first person on the Waiting List. This person then has 2 days to accept that place before it is offered to the next person on the Waiting List.
Message when Event is full: This is shown in the sign-up wizard when members are signing up and will be added to the Waiting List because the Event is full.
Complete the rest of the Event wizard, if needed, and then click “Create Event” or “Save and Update Event”.
Administering the Waiting List
Adding users to the Waiting List
This guide will help with Event sign up in general: How to Sign Up For an Event
Normal Sign Up
When a member signs up to the Event that is full, they will automatically be added to the Waiting List.
Admin Sign-Up
When signing up other members using Admin Sign-Up, you can choose whether members being signed up should be added to the Waiting List if the Event is full, or if the members should be added to the Event regardless of if it is full or not.
Managing the Waiting List
The Waiting List is displayed below the Attendees table on the Event page.
You have the same options as with a normal sign-up so you can Move, Withdraw the sign-up or view the history of the sign-up. You also have the option to Offer a Place manually. An admin is able to do this, even if the Event is already full.
Places are also offered automatically by the system when someone withdraws or is withdrawn from the Event. The member will be sent the “EVT_PLACE_OFFER” Auto-generated Email offering them their place which they can click a link to the Event page to accept their offered place.
Offered Places appear in their own section between the Attendees and Waiting List tables.
If you have set “Place Offer Expiry” for the Event and a place has not been accepted within that timeframe, the member will be withdrawn from the Event and the next person on the Waiting List will be offered a place, providing there is still a space available in the Event. Once the sign-up window has closed, no more places will be offered automatically by the system, but places can still be offered manually.