An activity waiting list is a list of customers who are not yet registered in an activity (normally because there are currently no slots available) but have expressed the desire to register if a slot opens up. A waiting list normally exists only when an activity is full but you can also add customers to the waitlist even while there are still remaining slots available. The Manage Waiting List page consists of the Waiting and Invited tabs, where staff users can view waitlisted customers, send or remove invitations, prioritize a waitlisted customer, and cancel invitations as needed.
Note: You can only create a waitlist for an activity if you select the Allow Waiting List checkbox on the Change Activity Details page for that activity.
Choose one of the following:
Under the Manage Waiting List page > Waiting tab, the number of open spots is displayed in the top-left corner. If the activity is configured to automatically send invitations, invitations are sent to customers based on their ranking as soon as one or more spots become available. You can:
View a ranked list of waitlisted customers.
View waitlist transaction details by clicking a hyperlinked receipt number.
(When the Enable autosend invitation when spot(s) become available checkbox is enabled), view a list of contacts by clicking ACTION column > View Contacts for the customer. Contacts include the customer who added the participant to the waiting list, the participant and the head(s) of household, if their email addresses are available in the system. Waitlist notifications will be automatically sent to those contacts.
(When the Enable autosend invitation when spot(s) become available checkbox is disabled), if the activity has one or multiple open spots, manually invite a waitlisted customer with requests that do not exceed the available spots by clicking Action column > Invite for the customer. In the Waiting List Contacts window, confirm the contact information and then click Send invitation.
Reorder customers on the waiting list, move a customer’s position on the waiting list by selecting the checkbox for the customer and then clicking the corresponding up or down icon. Note that the reordering action is recorded in the Audit Trail report.
View a customer’s waitlist history (if available) by clicking Action column > View History.
To batch remove one or more customers from the waiting list, multi-select the checkboxes for them and then click the Remove button at the top-right corner.
Under the Manage Waiting List page > Invited tab, you can:
View a list of invited customers and the status of the invitations.
Staff users with the "Front Desk/Administration: Registration - Resend/Cancel Waitlist Invitations" permission can view and click the Action column > Cancel Invitation and then select to move the invited customer to the top or the bottom of the waiting list.
Staff users with the "Front Desk/Administration: Registration - Resend/Cancel Waitlist Invitations" permission can resend an invitation to a customer by clicking Action column > Resend Invitation.
Remove a customer from the waiting list by clicking Action column > Remove.
View a customer’s waitlist history by clicking Action column > View History.
To make changes for multiple customers in a batch, staff users with the permission can select the checkboxes for the required customers and then click the Cancel invitation button, Resend invitation button or the Remove button as necessary.
Click Submit.
Note: For complete descriptions of the options on this page, click here.
Enrolling a customer in an activity
Moving a customer from a waitlist to an activity