This feature is only available with the following products:
When using Event and League Registration, you can set player limits and manage waitlists during registration. Once the registered player limit has been reached, players (or teams) can be placed on the waitlist until a player (or team) cancels or when the manager manually moves the player/team to confirmed. This feature also works when collecting payments.
In this article, we will discuss how to set up and manage a waitlist.
Setting up the Waitlist:
First, go to League/Event > Event/League > Registration Center > Registration Enablement tab. Enter the Player Limit at the bottom after clicking "Enable Registration." For more details on all the options within the Registration Center, Click Here.
In some cases, you may also want to limit the number of players who can be on the waitlist (as shown below). Once a waitlist limit is set, no additional players can join that events waitlist. This feature is particularly useful for multi-stage qualifiers, as it will help players find alternative qualifiers that may have spots available or shorter waitlists.
Note: If you do not want to limit the waitlist, leave this value blank.
Displaying the Waitlist on the Portal:
If you would like to display the waitlist on the portal, so players can see who is on the waitlist, this can be done from the Registration Enablement tab in the Registration Center. To display the wait list, follow these directions:
Navigate to League/Event > Event/League > Registration Center > Registration Enablement.
Check the Box "Include List of Participants in Registration.
Check the Box "Golfers on the waitlist" (as shown below).
Click "Save".
Note: The list of participants must be shown on the portal to display golfers on the waitlist.
Enabling Players/Teams to Move off Waitlist Automatically:
After setting the player limit, navigate to the Registration Setup tab (Event > Registration Center > Registration Setup). There will be an option to automatically move the next waitlisted team (or player) off the waitlist when another team (or player) cancels.
If this is unchecked, you must manually move the player off the waitlist onto the confirmed field.
The waitlist will be ready once the registration center is saved and registration is opened. Once the player limit is reached, the waitlist will be enforced.
Note: If you are creating an event with divisions, and there is a player limit for division, you can create division limits separately. For more details on setting division limits, Click Here.
Managing Waitlisted Players:
You can view and manage the waitlisted players during the registration period by going to Golfers > Manage Waitlist (as shown below). In addition, the following tabs may be available to indicate the status of a player:
Pending Registrations: Golfers who have registered for an event with pending registration.
Waitlist: Golfers who have registered for an event, but have been added to the waitlist.
Confirmed: Golfers who have been confirmed for the event.
Credit Card Processing (If using credit card processing): This tab will only display when a credit card is being processed.
The table on this page will display several details:
Team ID: Each individual or team that registers for an event will be assigned a team ID.
Entry #: The order in which golfers were registered for an event/league.
Handle: The player's name in the Handle format.
H.I.: Players Handicap Index.
GHIN/WHS: Player's ID for the Handicap Service Provider utilized.
Email: Player's email address.
Combined Team H.I.: Displayed all the players in the team's combined Team H.I. Note: This column will only be displayed if the team Handicap Index eligibility criteria is enabled for your account.
Affiliation: Displays the player's affiliation. Must be enabled by clicking "Display Affiliation" by golfer count. Note: This column will only be displayed if the team Handicap Index eligibility criteria is enabled for your account.
Amount Due: The total amount due for the registration, with an option to edit the credit card details if needed. Note: This will be displayed if using a paid registration.
Amount Paid: Total amount paid for the registration. Note: This will be displayed if you are using paid registration.
Division(s): Divisions a player/team is registered to, if using divisions.
Sorting the Waitlist:
You can sort your list in ascending or descending order based on any of the available fields (e.g., Team ID, Entry #, Handle, etc. (as shown below)
Changing Players Status:
You can move players from one status (e.g., waitlist, confirmed, pending) to another by selecting the golfers, clicking the "Move Selected Golfers To" dropdown, selecting the status you'd like to move them to, and clicking "Go."
Shuffle Waitlist:
You can also shuffle the waitlist to change the player order by clicking "Shuffle" (as shown below).
The change in order will affect the following:
Player order on the Player Portal Page
Player order on the List of Participants Portal Page
Player order if using Automatic Promotions from the wait list
If necessary, you can always revert to the original order by clicking "Clear Shuffle."
Credit Card Processing:
If you use credit card processing and move a player to confirmed, they will momentarily be placed in the "Credit Card Processing" tab.
If the credit card payment is approved, they will be placed on the confirmed roster, and their credit card will be charged. If the credit card payment were denied, they would be placed back into pending status with a warning message and the ability to edit the credit card (as shown below).
For events collecting credit card payments, you can also bypass credit card payments for a player by selecting the player and then selecting "Confirm and Skip Charge" on the top right.
Editing Players' Credit Card Details:
When using waitlisted registration, there are certain times that a player's credit card might need to be updated, or get declined when trying to transition a player from waitlisted to registered. In these cases, a manager can update a player's credit card information from the waitlist (Golfers > Manage Waitlist). To update a player's credit card information, follow these directions:
Go to Golfers > Manage Waitlist.
Find the golfer for whom you would like to update information and click "Edit Card" (as shown below).
You will be redirected to the registration payment portal page, where you can update the players' credit card information (as shown below). Note: The original payment method will not be updated if a card cannot be authorized when updating credit card information.
Click "Update card," and the player's credit card information will be updated.
Teams on the Waitlist:
If the event takes team registration, the registrations will be grouped into teams.
Division on the Waitlist:
If you use division limits, you will also see the division they register for.
Waitlisted Players on The Roster:
When you go to the event roster (Golfers > Event Roster), you can filter players by their registration status. Then, click on the "Include:" dropdown above to select the players you'd like to view on the roster.
Players with the orange circle have their registration pending, players with a yellow circle are waitlisted, and confirmed players do not have a circle.
Deleting a Player from the Waitlist:
If you need to delete a player from the waitlist, follow these directions:
Go to Golfers > Event/League Roster.
Click the dropdown for "Include" and select "Waitlisted" if not already checked (as shown below).
Search for the players.
Select the "action" dropdown for the player and click "Delete" (as shown below).
After the player is deleted, they will still show on the roster but are considered deleted from the event, as signified by the red dot next to their name (as shown below).
Event Roster Summary:
You can view the overall summary of the registration statuses under the Golfers menu.
Roster Activity Logs:
You can also view the log of waitlist activity by going to Event/League > Roster Activity Log. On this page, you can see when and how players were moved to and from the waitlist.
Player Waitlist Process:
When registration is open and the field is at maximum capacity, players will see that they can now register to be placed on the waitlist.
During the registration process, they will be reminded that they will be waitlisted.
Player Email Confirmations:
A player waitlist is enabled when using Registration, and the player limit is met. Players may receive different emails during this time depending on their registration status. The following emails can be modified by going to Golfers > Email Configuration and pressing edit for the email you want to change. For more details about configuring your emails, Click Here.
After a player submits their registration, they will get an email confirming they are on the waitlist (When golfer registers on the waitlist...).
If you move a player from the waitlist to pending, they will get an email (When golfer is moved from the waitlist to pending list...).
If you move a player from pending to waitlist, they will get an email (When golfer is moved from the pending list to the waitlist...).
They might receive the last email when the player is moved from the pending list to confirmed (When golfer is promoted from the pending list to confirmed...).
After moving a player from the waitlist to confirmed, they will receive a confirmation email.
If registration requires payment, they would also see the amount charged.
Common Waitlist Questions:
Q: What happens when a waitlist is formed and a confirmed player cancels?
Q: What happens when a waitlist is formed and a confirmed player cancels?
A: The answer depends on your waitlist settings in the registration center (Event > Registration Center > Registration Setup).
If this waitlist option is unchecked, nothing happens when a confirmed player cancels. Instead, the manager must manually move a waitlisted player into the confirmed roster.
If this waitlist option is checked, the next available player on the waitlist will automatically be moved to the confirmed roster (and a credit card will be charged if using payment processing). Players are listed on the waitlist by registration time and then moved based on their position on the waitlist. For instance, the first player on the waitlist after the player limit is reached will have the #1 priority when a confirmed player cancels.
Q: Our waitlist is set to automatically promote the next team or player when a confirmed player cancels. What happens when the team size for the next team in line on the waitlist exceeds the spots available on the confirmed roster?
Q: Our waitlist is set to automatically promote the next team or player when a confirmed player cancels. What happens when the team size for the next team in line on the waitlist exceeds the spots available on the confirmed roster?
A: If the team size exceeds the player limit of the confirmed roster, the team (and all other teams on the waitlist) will remain on the waitlist. The manager must manually promote teams if necessary by going to Golfers > Manage Waitlist.
Q: How is manual promotion different from automatic promotion when using a waitlist?
Q: How is manual promotion different from automatic promotion when using a waitlist?
A: Manual promotion is done by the manager by going to Golfers > Manage Waitlist and selecting to move a player from waitlisted to confirmed. The manager can move any waitlisted player to confirmed at any time.
Automatic promotion (when enabled in the registration center) allows waitlisted players to automatically be moved to confirmed status without a manager taking any action. The player or team with the highest priority on the waitlist is always moved to the confirmed roster first when using automatic promotion.
Q: I am using a waitlist with automatic promotion. What happens when I manually add or remove a player from the event roster through the manager site (rather than going through the portal registration?
Q: I am using a waitlist with automatic promotion. What happens when I manually add or remove a player from the event roster through the manager site (rather than going through the portal registration?
A: If you add or remove a player through the manager site, there will be no automatic promotion or demotion. For instance, if the player limit has been exceeded and you add a player manually on the manager site, they will bypass the waitlist and immediately be added to the confirmed roster. If you manually remove a player from the roster through the manager site, waitlisted players will not automatically be promoted. The manager must manually promote them.
For this reason, we always suggest registering players and teams through the portal.