The session waitlist functionality allows players to join a waitlist for sold out sessions. As sessions become available, players can then be invited from the waitlist to register for the now open sessions.
To set up session waitlist, a registration first needs to be created. Click here for steps on setting up a session registration.
Waitlist Setup
To enable waitlist functionality, you'll first navigate to the pricing section for your session. Waitlist functionality is enabled on a per-price basis when creating or editing prices, specifically within the usage limits setup. When a usage limit is set to yes, additional options will become available.
Allow registrant to join the waitlist when the limit is met? Select yes to create waitlist functionality for this price.
Require registrant to fill out entire registration to join the waitlist? If yes is selected, all questions and documents will be required to join the waitlist. Upon accepting their invitation, their responses will be pre-populated to allow the registrant to register quickly. If no is selected, only basic information will be required to join the waitlist.
Now, when a session is sold out, folks will see the option to join the waitlist for that session during the registration process.
Once a waitlist is selected, other options in the session will become unavailable. If the user wishes to also register for a different session, they will need to complete the process separately.
The checkout screen displays a message to make it clear if the user proceeds the participant is joining the waitlist and is not registering.
Once a player joins the waitlist, they can remove themselves from the waitlist via their registration details page.
Waitlist Overview
Within the signups tab for your registration, you'll notice an additional tab has been added for waitlist. This page will immediately show an overview of all sessions with the number of registered, waitlisted, and open spots for that particular session.
*Note that nothing will display here until someone has joined a waitlist.
To manage a waitlist for a specific session - click manage waitlist.
The waitlist management page will display an overview for the session, along with the players on the waitlist. When a session is canceled in the system and becomes available, a player from the waitlist can be invited to register by clicking the 'invite' action.
The status will change and the actions will now display a resend option.
The user will then receive an email inviting them to register for the now open session or the option to remove their player from the waitlist.
*Note that waitlist entries are included in the overall usage limit. For example, if the limit is set to two and there are already two registered participants along with one individual on the waitlist, the total usage is considered full. If one registered participant is canceled, the individual on the waitlist can be invited to register and can do so. However, the program will still display as full to all others because the waitlist entry continues to count toward the usage limit.
For questions, please reach out to us at help@crossbar.org, and we're happy to help!