Control how many registrants can sign up for a season or grouping by setting a registration limit. Once the limit is reached, you decide what happens next: either additional registrants are placed on a waitlist, or the season/grouping is hidden from public registration entirely.
How to Set a Registration Limit
Navigate to Programs > choose your program and season > Structure.
Click the Edit button at the season level.
3. Set the Total Registration Limit for the season. This is the maximum number of active registrations allowed and supersedes any limits set at the grouping level.
4. Choose what happens when the limit is reached:
Waitlist: Additional registrants are charged at checkout and placed on a waitlist.
No Fee Waitlist: Additional registrants are placed on a waitlist without being charged at checkout. Payment information is collected at sign-up and automatically processed when an admin moves them to Active. No refund is needed if a registrant is never accepted.
Closed: The season or grouping is hidden and no longer visible to eligible registrants.
5. Click Save.
Setting Limits at the Grouping Level
Registration limits can also be set at individual groupings within a season. Navigate to the grouping in the Structure view, click Edit, and follow the same steps above.
Note: The season-level registration limit supersedes grouping-level limits. If the season limit is reached first, all groupings within it will stop accepting new registrations regardless of their individual limits.
How the Waitlist Works
When a registrant is added to the waitlist:
Standard Waitlist
They are charged at checkout just like a regular registration.
Their registration status is set to Waitlist in Registration Management.
Admins can view all waitlisted registrants by filtering on the Waitlist status.
Note: Only Active registrations count toward the registration limit. Registrants in a Pending Payment status are not included in the count.
No Fee Waitlist
The registration fee is displayed at checkout but excluded from the amount due
The registrant provides a payment method to be charged later and must acknowledge the future payment before completing registration
Their registration status is set to Waitlist in Registration Management
If all registrations in the order are waitlisted, the order total is $0
If the order contains both active and waitlisted registrations, the household pays only for the items currently due
When an admin moves the registration to Active:
The fee is automatically charged to the payment method on file
If no payment method is available, the registrant is invoiced instead
The household receives an updated order confirmation email
Note: Payment is only triggered when the status is changed to Active, no other status change will initiate a charge. Registrations receiving financial aid and cash/check registrations handled by admins are not automatically charged. VI Coverage options are unavailable while a registration remains in Waitlist status.
See How Do I Set Up a No Fee Waitlist? for full details.
| Standard Waitlist | No Fee Waitlist | Closed |
Charged at sign-up? | Yes | No | N/A |
Payment info collected? | Yes | Yes | N/A |
Auto-charged when Active? | N/A | Yes | N/A |
Refund needed if not accepted? | Yes | No | N/A |
Season hidden when full? | No | No | Yes |
What Registrants See
Registrants are notified of their waitlist status at multiple points during the registration process, including during season selection, on the cart review page, and in the confirmation email, so there's never confusion about where they stand.