This guide explains how to set up a registration process with a built-in waiting list, you'll learn how to manage participant registrations for events with limited spots, ensuring a fair and organized process for handling demand. Participants will seamlessly transition to a waitlist when spots are full, with automated notifications for available openings.
This blueprint is ideal for events with capped attendance, where maintaining transparency and efficiency in registration is critical. By following these steps, you'll create a smooth journey for participants while maximizing attendance management.
Step-by-Step Configuration
Step 1: Add the content related to available registration & to waitlist registrations
i. Create a form, e.g. "Registration form"
ii. Create a web page which will be displayed to the participant who were able to register, e.g. "Registration confirmed"
iii. Create a web page which will be displayed to the participant who were placed on the waiting list, e.g. "Placed on the waiting list"
iv. Create an email which will be sent to the participant who were able to register, e.g. "Registration confirmed"
v. Create an email which will be sent to the participant who were placed on the waiting list, e.g. "Placed on the waiting list"
vi. Create an email to notify the participants on the waiting list who were granted a registration spot e.g. "A registration spot is available for the event"
Step 2: Adding the waiting list dependencies on the registration form
On the Registration form, we are now going to work with dependencies to let participants know whether the waiting list is active.
- Add two dependencies based on the waiting list (workflow -> Waiting list):
- One dependency for when it's active (box checked)
- One dependency for when it's inactive (box not checked)
- Add some text at the top of the page, for example "Please note, the event is full and the waiting list is enabled".
- Apply the dependency Waiting list active to the section, it will now be displayed only if the event is full.
- Add two buttons "form button":
- One button renamed "Register", to which we apply the dependency "Waiting list inactive"
- One button renamed "Waiting list", to which we apply the dependency "Waiting list active"
Step 3: Update the participant journey in the Workflows module
Update the participant journey as seen in the example below, using the registration block "registration waiting list". Depending on whether registration spots are available, participants will move to the stage "Registered" or "Waitlist".
The participants first on the waitlist will be notified by email whenever a registration spot was made available.
Step 4: Add the widget "Event waiting list" to the Event dashboard
We also recommend adding the widget "Event waiting list" on the Event dashboard, this will display the current status of the waiting list.