This feature is available for the following products:
A maximum field size can be enforced when using Round Signups to activate a waitlist when the maximum number of players have signed up for a round.
In this article, we will discuss how to set up and manage a waitlist when using Round Signups.
(Note: You cannot set up a waitlist if using Open Tee Times.)
Setting the Maximum Field Size
Note: You should utilize the Round Signups article as a guide to completely set up your round signups with invitations. This article focuses solely on setting the Participation Limit.
For a Specific Round:
To set the maximum field size for a specific round, follow these instructions:
Go to the Rounds > Round Signup Center.
Set the participation limit (as shown below).
Adjust other Round Signup Center settings as needed.
Click "Save" to apply the settings.
For ALL or multiple rounds with an Event/League:
To set the maximum field size for ALL or multiple rounds with an event/league, follow these instructions:
Within your event/league, navigate to Calendar > Tabular View of Calendar.
Select the round(s) for which you wish to edit the Round Signups Center. Note: To edit all rounds, click "Select All."
In the dropdown, select "Configure Signup Form" (as shown below).
Click "Go," and you will be taken the Round Signups Center. You will also see a warning at the top of the center that you are getting the Signups Form for multiple rounds (as shown below).
Update the participation limit (as shown below).
Adjust other Round Signup Center settings as needed. Note: These changes will impact all selected rounds.
Click "Save" to apply the changes to all rounds included in your selection.
Round Waitlist Process
After setting the maximum field size, players can sign up for the round as usual. When the confirmed players for the round reach maximum capacity, the waitlist will "kick in." Say, for instance, the max field size is set to 12. When the 13th player attempts to sign up for the round, they will receive the following message and see waitlisted in the calendar for the round.
That player, and any other player who attempts to sign up after the maximum capacity has been reached, will be placed in waitlisted status on the Round Player Roster (as shown below).
Above, you will see that three players are now waitlisted. If one of the 12 confirmed players cancels their sign-up by going back to the invitation email and clicking "Not Playing" or goes to the portal to cancel, the player who is first on the waitlist (13th player to attempt to sign up) will be moved to "Confirmed."
When players move from waitlist to confirmed, they will receive an email (as shown below).
If payment is collected for the round, there will also be a link for the player to pay. If the player cannot play, they can click on the "Cannot Play" button. When doing so, the player next on the waitlist will be moved to "Confirmed" and receive the same email.
Manager Actions:
The manager can also manually move the waitlisted player to confirmed or vice versa. To do this, follow these instructions:
Go to Rounds > Round Player Roster
Select the players to move.
Click the "Action" dropdown
Select the desired status of the selected players (e.g., Mark as Attending, Mark as Waitlisted, etc.).
Click "Go."
See the example sequence below:
