Configuring Registration Waiting List Workflow

Overview

The Registration Waiting List Workflow allows you to manage registrations when your event reaches maximum capacity. As a user, you can set the event capacity, define waiting-list timing rules, assign forms and emails, and connect the workflow to other processes. You can also build custom process sequences for participants after they register from the waiting list or complete a standard registration.

Step-by-Step Approach

1. Drag and Drop the Registration Waiting List Workflow onto the Main Editor

Navigate to the workflow configuration area.
Locate the Registration Waiting List Workflow block.
Drag and drop the block into the Main Editor.
The workflow block is now available for configuration.

2. Click on Edit Details, Lock, or Delete

Edit details – Opens the workflow configuration panel.
Lock – Prevents further edits to keep the workflow consistent.
Delete – Removes the workflow block from the Main Editor.

Note: Deleting the block is permanent.

3. Enter or Edit the Workflow Name and Description

Open Edit details.
Enter a Workflow Name to identify the waiting-list workflow.
Add a Description to explain the purpose or internal guidance.
Save your changes.

4. Enter or Edit Maximum Event Capacity (Participants)

Locate the Maximum Event Capacity field.
Enter the total number of participants allowed before the waiting list activates.
Update as required.

5. Enter or Edit Reserved Time to Complete Registration

Define the time window a participant has to complete registration once a spot becomes available.
After this time expires, the spot may be offered to the next participant.

6. Enter or Edit the Registration Pending Stage Name

Go to the Registration Pending Stage Name field.
Enter a meaningful stage name to track pending registrations and waiting-list status.

7. Enter or Edit Maximum Time to Start for Registration

Define the maximum time participants have to start their registration after being notified.
This ensures waiting-list movement stays fair and timely.

8. Select Forms from the Forms Select Field

Open the Forms Select dropdown.
Select the registration form participants must complete when they receive a spot.

9. Select a Thank You Page from the Thank You Page Select Field

Choose the Thank You Page displayed after successful registration completion.

10. Select a Thank You Email from the Thank You Email Select Field

Select the Thank You Email template automatically sent to participants after registration.

11. Select Additional Pages Visible in the Workflow

Use the Pages Visible in the Workflow selection field.
Add any extra pages participants should see during the registration process (e.g., policies or instructions).

12. Select the Email to Inform Participant

Choose the email template sent when a participant joins the waiting list.

13. Select the Email to Inform a Spot Is Available

Select the Email To Inform Spot Is Available template.
This email notifies participants when they may proceed with registration.

14. Connect This Block to Other Workflow Blocks

You can link the Registration Waiting List Workflow to additional workflow steps, such as:

Decline
Pre-arrival
Other relevant workflow actions

This ensures a smooth transition between stages.

15. Build a Custom Process Sequence for After Waiting List Registrations

As a user, you can add a custom process that triggers after a participant completes registration from the waiting list. Examples include:

Send a follow-up notification or reminder.
Tag or update participant profile fields.
Trigger conditional steps based on response.
Add participants to a segment or group.
Start another automated workflow.

To do this:

Click the After Waiting List Registrations button on the Registration Waitlist block.
Select the action type you want to include.
Configure the action details (rules, message content, timing, etc.).
Repeat this step to chain multiple actions and create a process sequence.

Apply Conditions (Optional):

If required, add conditions so actions trigger only when criteria are met (e.g., event-based, participant-based, workflow-based, etc.).

16. Build a Custom Process Sequence for After Registrations

As a user, you can add a custom process that triggers after standard registrations are completed.Examples include:

Examples include:

Send a follow-up notification or reminder.
Tag or update participant profile fields.
Trigger conditional steps based on response.
Add participants to a segment or group.
Start another automated workflow.