Configuring Registration Waiting List By Category Workflow

Overview

The Registration Waiting List By Category Workflow allows you to control event capacity per participant category (such as ticket type or role). When a specific category reaches its limit, registrants for that category are automatically added to a waiting list. As a user, you can define category-based capacities, configure timing rules, assign forms and emails, and connect the workflow to other processes to fully automate the waiting-list experience.

Step-by-Step Approach

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

• Navigate to the workflow configuration area.
• Locate the Registration Waiting List By Category Workflow block.
• Drag and drop the block onto the Main Editor.
• The workflow block is now ready for configuration.

2. Click on Edit Details, Lock, or Delete

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

Note: Deleting the block is permanent.

3. Enter or Edit the Workflow Name and Description

• Click Edit details.
• Enter a Workflow Name to clearly identify the workflow.
• Add a Description to explain the purpose or internal guidance.
• Save your changes.

4. Enter or Edit Reserved Time to Complete Registration

• Locate the Reserved Time to Complete Registration field.
• Define the amount of time a participant has to complete registration after being moved off the waiting list.

5. Enter or Edit Maximum Event Capacity (Participants)

• Go to the Maximum Event Capacity field.
• Enter the total number of participants allowed for the event.
• This value applies across all categories.

6. Enter or Edit the Registration Pending Stage Name

• Locate the Registration Pending Stage Name field.
• Enter a meaningful name to identify the pending stage during waiting-list processing.

7. Enter or Edit Maximum Time to Start Registration

• Define the maximum time allowed for a participant to begin registration once notified that a spot is available.

8. Select Capacity by Category

• Open the Capacity by Category select field.
• Choose the category you want to configure (e.g., VIP, Standard, Student).

9. Enter or Edit the Participant Count for the Selected Category

• Enter the maximum number of participants allowed for that specific category.
• Repeat this step for each category you need to configure.

10. Select Forms from the Forms Select Field

• Open the Forms Select dropdown.
• Select the registration form participants complete when registering or leaving the waiting list.

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

• Choose the Thank You Page shown after successful registration.

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

• Select the Thank You Email template sent after registration completion.

13. Select Additional Pages Visible in the Workflow

• Use the Pages Visible in the Workflow selection field.
• Choose any additional pages participants should see (e.g., consent forms, policy pages).

14. Select the Email to Inform the Participant They Are on the Waiting List

• Open the Email to Inform Participant Is in the Waiting List select field.
• Choose the email template that notifies participants when they have been added to the waiting list.

15. Select the Email to Inform a Spot Is Available

• Open the Email to Inform Spot Is Available field.
• Select the email template that notifies participants when they may proceed with registration.

16. Connect This Workflow to Other Blocks

You can link the workflow to other process steps such as:

• Decline
• Pre-arrival

This ensures participants continue through the correct workflow journey.

17. Build a Custom Process Sequence for Registration Waiting List By Category - Before Registrations

As a user you can add custom process that run before the Registration Waiting List By Category is executed. 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 + Engagement Sequence button on the Pre-arrival 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.).

18. 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 by category. 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 Waiting List By Category 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).

19. Build a Custom Process Sequence for After Registrations

As a user, you can add a custom process that runs after standard registrations are completed. 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 Registrations button on the Registration Waiting List By Category block.
• Select the action type you want to include.
• Configure the action details.
• Repeat this step to build the process sequence.

Apply Conditions (Optional):

• If required, add conditions so actions trigger only when criteria are met.

Outcome

Once configured, the Registration Waiting List By Category Workflow automatically manages category-based capacity, routes participants to waiting lists, and ensures smooth communication and registration handling across different participant types.