Follow these steps to manage Placeholder Registrations and move a waitlisted participant into a program when space becomes available. Staff can complete the registration manually or send the participant an email registration link.
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ā ļø Important: A space must be available in the selected session before a participant can be registered from the waitlist. If a space becomes available because of a cancellation or an increase in the sessionās maximum capacity, the session may still not appear as available.
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āWhen a waitlist is in place, a spot will only become available when:
The number of open spots for the program, division, session is greater than the number of participants remaining on the waitlist.
OR
All other waitlist registrations for that program, division, session have been marked as Closed, Declined, or Registered.
WHERE TO FIND: Navigate to Programs > Placeholder Regs.
Locate the Placeholder Registration
Select the desired From and To dates for the desired timeframe.
Next, select the appropriate Branch, Program and Session.
Click Submit.
The report will display the current placeholder registrations that match the selected filters.
Open the Participantās Placeholder Information
Locate the participant you want to register, and then click either their:
Member Name
RID (Registration ID)
This will open the participantās placeholder registration information.
Select the Available Session
Select the session or sessions in which you want to register the participant.
ā ļø Reminder: The desired session must have an available spot before it can be selected. A newly opened spot may not immediately appear as available if participants are still active on the waitlist. The session will become available once the number of open spots exceeds the number of remaining waitlist participants, or once all waitlist registrations have been marked as Closed, Declined, or Registered.
Complete the Registration
After selecting the applicable session, choose one of the following options:
Continue Registration
Select the Continue Registration button to complete the registration manually on behalf of the participant.
Email Registration Link
Select the Email Registration Link button to send the participant a link so they can complete the registration themselves.
ā ļø Important Information About Email Registration Links
Sending an email registration link does not reserve or officially hold a spot for the participant.
If your organization has an established deadline for waitlisted participants to complete their registration, include that date or timeframe in the Message field when sending the link.
Example Message
A space is now available in the selected session. Please complete your registration using the link below by [date/time]. Registration is subject to availability, and the space is not reserved until the registration has been completed.
