Event Builder - Agenda page - Waitlist Options

About Agenda Item Waitlisting:

The waitlist functionality allows registrants to add themselves to a waiting list for an Agenda Item that has reached its capacity. If the waitlisted item becomes available, the registrant will be moved into that item automatically.

Here is an overview of how the waitlist function works:

1. Waitlist is enabled for the Event. This is done by checking the “Turn on ability to have waitlisted Agenda Items” box on the Agenda page.
2. Waitlist is enabled for individual Agenda Item(s) to be waitlisted. This is done by entering a Limit (maximum capacity) for the item, and checking the Enable Waitlist checkbox; both of these items are in the Capacity and Waitlisting section in the setup for the Agenda Item. 
3. When the Agenda Item reaches its limit, the registrant sees a message indicating that this item is waitlisted. By default, a Details link displays next to the waitlist message which, when clicked, displays more information about the waitlist functionality in a new window.
4. Registrants can add themselves to the waitlist by selecting that item.
   • If you have concurrent sessions and you’d like to allow your registrant to select another session, see the Related Link below for instructions.
5. When space becomes available due to a cancellation or increase in capacity, waitlisted registrants are confirmed for that Agenda Item automatically on a first-come, first-served basis. 
6. An email notification will be sent to the registrant and the Event planner notifying them of the change in status.
7. If this item has a fee associated with it and you are processing credit card payments online:
   • The attendee’s credit card will not automatically be charged any Merchandise fees that may be due (nor will a refund be processed automatically, if this change results in a balance due to the attendee), and
   • A transaction will be created so that you (the Event administrator) can process the remaining balance to the attendee’s credit card.

Field Descriptions:

Turn on ability to have waitlisted agenda items - Check this box to enable the waitlist functionality for this Event. 

• Please note that you will also need to check the Enable Waitlist box in the setup for each Agenda Item that will use waitlist. See the Additional Information below for details.

(The fields below display only when the “Turn on Ability…” box above has been checked)

Edit waitlist instructions - Click on this button to enter the content of the popup message that the registrant sees when they click on the Details link. This is displayed next to the message informing them that an item is waitlisted. The content should be a general explanation of the waitlist process.

Edit waitlist email - Click on this button to view or modify the content of the email message that a registrant will receive when they are moved from the waiting list to a confirmed status for an item. The text entered here will be followed by a footer section detailing the Event name, date(s), and location, a link to their registration record, and a brief explanation that they have been confirmed for the item.

• See the Related Link below (automated waitlist functionality) for details on how the waitlist emails work with the Event emails.

Additional Information:

To implement the waitlist functionality, the "Turn on ability to have waitlisted agenda items" field on the Agenda page must be checked, and each Agenda Item(s) that will use waitlist must also have the Enable Waitlist box checked (in the Capacity and Waitlisting section of the Agenda Item setup).

Related Links:

• How do I use the automated waitlist functionality? 
• What happens when an attendee is moved from a waitlist into the Agenda Item? 
• How do I allow my waitlisted attendees to select another item?
• How do I reorder attendees on an agenda item waitlist? 

Keywords: waitlist, wait list, waitlisting, waitlisted, full, over, capacity, queue, Limit, Limits limits & waitlisting, limits & waitlisting, limits & waitlisting