Configuring the Waiting List for an Activity

Overview

This feature enables organizers to define a maximum capacity for an activity and automatically manage registrations using a waiting list.

Once an activity reaches its defined capacity, any additional participants are placed on the waiting list instead of being registered immediately. When spots become available—such as when capacity is increased or an existing participant cancels—participants are automatically moved from the waiting list to the registered list in the order they joined. This ensures a fair and efficient allocation of available spots.

Step-by-Step Configuration

• Open the detailed view for an activity.
• Click the Activity Settings tab.
• Ensure that the Registrations required setting is enabled.
• Define the maximum Capacity value for the activity.
• Enable the Use waiting list option.
• Optionally, in the Promotion email field, select the email template participants will receive when they are automatically moved from the waiting list to the registered list.

Sample Scenario

For a hands-on cooking workshop with limited capacity, the waiting list provides a structured way for participants to express interest even after the session reaches full capacity. This allows organizers to manage high demand without manual intervention.

Once the waiting list is enabled in the backend, participants attempting to register for a fully booked session will see a Waiting list button instead of the registration option.

When a registration spot becomes available—such as through a cancellation or an increase in capacity—the participant who joined the waiting list first is automatically registered for the activity. That participant also receives the configured promotion email, confirming their successful registration.