Configuring Payment Waiting List Workflow

Overview

The Payment Waiting List Workflow allows you to manage registrations when event capacity is limited and payment is required to secure a place. When the event reaches its maximum capacity, new registrants are placed on a waiting list. You can configure capacity limits, define payment-related stages, assign emails and pages, and control how participants move from the waiting list to a confirmed registration once a space becomes available.

Step-by-Step Approach

1. Drag and drop the Payment Waiting List Workflow onto the Main Editor

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

2. Click on Edit Details, Lock, or Delete

• Edit details – Opens the configuration settings for this workflow.
• Lock – Prevents changes from being made to the workflow.
• Delete – Removes the workflow block from the Main Editor.

Note: Deleting the workflow block is permanent.

3. Enter or edit the workflow name and description

• Click Edit details.
• Enter a Workflow Name to identify the workflow.
• Add a Description to provide internal context or usage details.
• Save your changes.

4. Enter or edit Maximum Event Capacity (participants)

• Go to the Maximum Event Capacity field.
• Enter the total number of confirmed participants allowed for the event.

5. Enter or edit Reserved Time to Complete Registration

• Define the time allowed for a participant to complete registration and payment after being moved off the waiting list.

6. Enter or edit Order Pending Stage Name and Description

• Enter a Stage Name for the pending order phase.
• Optionally add a Description to clarify the purpose of this stage.

7. Enter or edit Order Completed Stage Name and Description

• Enter a Stage Name for the completed order phase.
• Optionally add a Description for internal reference.

8. Enter or edit Waiting List Stage Name

• Define the stage name that represents participants currently on the waiting list.

9. Enter or edit Maximum Time to Start Registration

• Set the maximum amount of time participants have to begin registration once notified that a place is available.

10. Select Capacity by Category

• Open the Capacity by Category select field.
• Choose the participant categories for which you want to define specific capacity limits (e.g., VIP, Delegate, Sponsor).

11. Select Forms from the Forms Select field

• Open the Forms dropdown.
• Select the registration form that participants will complete during the registration workflow.

12. Select a Thank You Page from the Thank You Page Select field

• Choose the Thank You Page that participants will see after successfully completing registration and payment.

13. Select a Payment Failed Page from the Payment Failed Page Select field

• Select the page that will display if a participant’s payment is unsuccessful.

14. Select Additional Content Pages Visible in This Workflow

• Choose any additional pages participants should see during the workflow (e.g., policy pages, consent forms, event details pages).

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

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

16. Select the Email to Inform the Participant a Spot Is Available

• Open the Email to Inform Participant Spot Is Available field.
• Select the email template used to notify participants that they may now proceed with registration and payment.

17. Select the Thank You Page for Participant Added to Waiting List

• Choose the Thank You Page for Participant Added to Waiting List.
• This page is displayed immediately after a participant is placed on the waiting list.

18. Build a Custom Process Sequence for Engagement Sequence

As a user you can add custom process that run before the Pre-arrival action is processed. 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.).

19. Build a Custom Process Sequence for On Waiting List

As a user, you can add a custom process that triggers after a participant is added to or completes registration from the payment 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 + On Waiting List button on the Payment Waiting List 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.).

20. 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 Payment Waiting List 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.

Outcome

Once configured, the Payment Waiting List Workflow automatically manages event capacity, assigns participants to the waiting list when full, and controls how participants proceed to paid registration when a space opens. This ensures payment is completed before confirming participation and maintains smooth, automated communication throughout the process.