Waitlists and approval requirement

This feature allows the administrators to set an event capacity and have people being sent to the waitlist once that capacity is reached.

Another option would be to manage all admissions and to have the option of accepting or rejecting those who have registered for the event.

How do I configure the tool?

Waitlist

If you'd like guests to be added to the event waitlist when it has reached its full capacity, you should go to Settings > Tools > on the Registration section, click on Edit > check the option Waitlists. Also, make sure to enable Waitlist requirement under Control.

By doing so, guests will be automatically added to the event admission once the event has reached its full capacity. Later, they can be approved by admins.

Waitlist tools

Approval requirement

This option is not related to the event capacity. If you'd like to send all people who try to register to the waitlist, you should enable both Waitlists and Waitlists requirement as mentioned above. Besides that, you should also go to Settings > Tools > Control section and check the option Approval requirement.

By doing so, admins must approve all registrants before they became attendees.

How to enable approval requirement

When you're done, click on End to save the changes.

If the Tickets feature is on, attendees will be automatically approved when their tickets are bought and validated.
If you'd like to test this option, either the company admin must be logged out from the platform or the form must be opened in an incognito tab. If not, the user approval will be automatic. Keep in mind that, to use these features you will need to use the registration form.

How do I set the event capacity?

If you'd like guests to be added to the event waitlist when it has reached its full capacity, first you will need to set the event capacity.

To do so, go to Event > Details > press Edit > scroll down until you see Event capacity. Then, add the number of attendees you would like to have in your event.

Event capacity

Once your event reached its full capacity, if the waitlist is not enabled, they will see this message if they try registering.

Error message capacity

If the waitlist is enabled, they will be able to fill in the registration form and they will see a message informing them that they have been added to the waitlist once they submit the form.

Message - waitlist

How do I approve or reject invitees?

The invitees will be on the waitlist for approval or rejection either if they have filled out their registration form, or if you have added them manually on People > Waitlist > Add person. 

To view the waitlist, go to  People > Waitlists.

People > waitlist > add person > accept/reject invitees

There will be an option to approve or reject the invitees that have completed the registration form.

As an admin, you would need to click on the orange X box to reject the applicant or on the green tick box to accept the applicant.

As you approve him/her, the attendee status will change from Pending Approval to Approved.  

As you Reject him/her, the attendee status will change from Pending approval to Rejected.

Once you have approved the person, if you click on People > Attendees, you'll see the attendee on the list. And the ones you rejected will still be on the waitlist with a rejected status, but if you wish to delete this entry, just click on the red remove button.

People > waitlist > reject
If you want to approve a participant who has been previously rejected from the waiting list, you must delete the participant from the list and start the registration process again in order to approve them.

Admission Email

By default, attendees who are sent to the waitlist will also receive an automatic Admission Email letting them know that we have received their application.

You can enable or disable this email, as well as customize the email message, by going to Marketing > Communication> Email creator > Admission email.

Admission email

To disable the Admission email, toggle it off on the left-hand side. To customize the email, click on the blue button on the right.

Rejection email

By default, attendees who are rejected after being sent to the waitlist will also receive an automatic Rejection Email.

You can enable or disable this email, as well as customize the email message, by going to Marketing > Communication > Email creator > Rejection email.

Rejection email

To disable the Rejection email, toggle it off on the left-hand side. To customize the email, click on the blue button on the right.

Can I extract a report?

To extract a report, press Edit > Report. When you click the button, a message will appear at the top of the screen, warning you that you will receive the file with the data in your email, when the process is complete.


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