You've been asking and we heard you - you can now set up a waitlist for a program!
The program waitlist functionality allows players to join a waitlist for sold out programs. As spots become available, players can then be invited from the waitlist to register for the now open program.
To set up a waitlist, a program must exist first. Click here for steps on setting up a program registration.
Waitlist Setup
Within your program, you'll first navigate to the pricing section for the season. Waitlist functionality is enabled on a per-price basis when creating or editing prices, specifically within the usage limits setup.
For example, if you allow 50 registrations for your 10U age level, you'll create a 10U price with a usage limit of 50.
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 program 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 specific price is sold out, folks will see sold out and the option to join the waitlist for that price during the registration process.
After selecting join waitlist and then continue, a confirmation will display notifying the user they have successfully been added to the waitlist
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 prices with the number of registered, waitlisted, and open spots for that particular price.
*Note that nothing will display here until someone has joined a waitlist.
To manage a waitlist for a specific price - click manage waitlist.
The waitlist management page will display an overview for the price, along with the players on the waitlist. When a registration is canceled in the system and a spot 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 program 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 50 and there are already 50 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!