INTRODUCTION
Feature Summary: System users can create an event waitlist and configure key settings, such as what happens if a spot opens up.
Use Cases: This tool helps event creators run a successful event (e.g. clinic, camp, etc.). Drop-outs are inevitable, which makes the waitlist tool essential. If the event creator enables online registrations, members/players can add themselves to the waitlist.
PREREQUISITES
System users should know how to create an event and configure the Waitlist component on the Default settings page.
Make sure you enter a number in the Max Registrants field when creating or editing an event.
The Max Registrants field stops members/players from registering once the number of event registrants reaches this number. For multi-date events, this number stops members/players from registering when at least one event date is at capacity.
System users can override this maximum capacity for specific dates and register members/players beyond the specified capacity.
SETUP REQUIREMENTS
Creating a waitlist
The waitlist feature lets members/players register for a full event if a spot opens up. System users can customize how CourtReserve accepts a member/player from the waitlist. (see below)
CourtReserve displays the waitlist tool after the system user enters a number (any number greater than zero) in the Max Registrants field. To enable the waitlist tool, check the Allow Waitlist box.
If the Waitlist feature is enabled and an event spot opens up, CourtReserve uses one of two invitation systems to fill the open spot. The system that gets deployed depends on the Auto Register From Waitlist checkbox setting.
Option 1
If the Allow Waitlist box is checked, but Auto Register From Waitlist box is not checked, CourtReserve uses Default Registrations—send notifications to all waitlisted members/players at the same time.
Option 2
If the system user checks both boxes, CourtReserve uses Auto Registrations up to the cutoff point set by Prevent Auto Registrations X Hours Before Event (a hidden field until the system user checks the Auto Register From Waitlist box). After that, CourtReserve goes back to the Default Registrations system.
CourtReserve displays two other hidden checkboxes when the Auto Register From Waitlist box is checked. 1) Auto Charge if Payment Profile Exists and 2) Allow Family Members to be individually Registered. If enabled, this feature lets an individual family member on the waitlist register for an event instead of waiting for enough spots to open up for the entire family.
| Option 1 | Option 2 |
Name | Default Waitlist Registration | Auto Registration |
Allow Waitlist box | Checked | Checked |
Auto Register From Waitlist box | Not checked | Checked |
Enrollment | First come, first serve. | CourtReserve auto-registers the name at the top of the waiting list. |
Notifications | Send a message to all members/players on the waitlist. | Send a message to auto-registered members/players on the waitlist. |
Default Waitlist Registration - This is a first-come, first-served option. When a registered member/player withdraws from an event, CourtReserve sends a notification email (and possibly a text message if Text Alerts are enabled for this notification type) to all waitlisted members/players simultaneously. The first member/player that responds to the notification and registers gets the open spot.
Auto Registration - This is a first-in, first-out option. When an event spot becomes available, CourtReserve automatically registers the first name on the waitlist. The registered person is sent a notification but does not have to respond to be registered/confirmed.
Auto Register from Waitlist is currently only supported for single-date events.
Manually adding players to waitlists
Once the waitlist feature is enabled, system users can manually add members/players to the waitlist from the Dates tab of the event.
The Waitlist tabs and buttons display only after event registration fills.
Log in to the admin dashboard.
Click Events > List on the side menu.
Locate the event to update and click the row.
A new table displays.
Click the Add to Waitlist button.
Search a member/player name.
Click the green Add to Waitlist button.
Click Save.
Reviewing and editing the waitlist
To view and edit the waitlist, select the event at the top of the page. A table displays.
Click the plus (+) icon to expand the table.
Click the Waitlist tab.
Click Add to Waitlist to add members/players to the list.
Click the X icon to remove a name from the waitlist.
Click the Register To Event button to move a player from the Waitlist to the Registrants list.
FEATURE USAGE - USERS' PERSPECTIVE
Members and players can add themselves to the waitlist on the Member Portal if:
They match the registration criteria for the event, and
A system user enables the Allow Online Registrations option (see the below screenshot).
To join a waitlist, the member/player should:
Log in to the member portal.
Find the event on the calendar.
Click the Join Waitlist button.
On the Waitlist page, click the JOIN WAITLIST button and then SAVE on the confirmation window.
Withdrawing
To remove themselves from the waitlist, the member/player finds the event on the Member Portal and then clicks the UNSUBSCRIBE FROM WAITLIST button and then WITHDRAW on the confirmation window.
FEATURE USAGE - ADMINS' PERSPECTIVE
On the admin side, CourtReserve auto-updates the waitlist on the Events page.
If a member is on the waitlist, and is skipped during the auto-registration process due to Event Setup, or Event Restrictions, this will be tracked in the audit log so system users can quickly find why this member was skipped.
What’s next?
Add notes to an event.
Add custom fields to an event.
Set event categories.