Event Waitlist
When an event reaches its maximum capacity, additional players are placed on a waitlist. SlotBase manages the waitlist automatically using a first-in, first-out (FIFO) queue, so you never have to manually promote players or track who is next in line.
How the Waitlist Works
- A player attempts to register for an event that is already full.
- Instead of being turned away, the player is added to the waitlist with a status of Waitlisted.
- The player can see their position in the waitlist queue (for example, "2nd in line").
- When a spot opens up (because a registered player cancels), the first person on the waitlist is automatically promoted.
- The promoted player's status changes from Waitlisted to Registered.
- The promoted player receives an email notification informing them that they now have a confirmed spot.
The waitlist is fully automatic. No admin action is required to promote players -- it happens instantly when a spot opens.
When Spots Open Up
A spot on the waitlist opens when:
- A registered player cancels their registration
- An admin increases the event capacity
In both cases, waitlisted players are promoted in the order they joined -- the player who has been waiting the longest gets the spot first.
Waitlist Position
As a waitlisted player, you can see your current position in the queue on the event detail page. Your position updates automatically as other waitlisted players cancel or get promoted.
| Position | What It Means |
|---|---|
| 1st in line | You are next to be promoted when a spot opens |
| 2nd in line | One person is ahead of you |
| 3rd in line | Two people are ahead of you |
Your position can move up even without a registered player cancelling. If a waitlisted player ahead of you cancels their waitlist spot, everyone behind them moves up one position.
Promotion Notifications
When you are promoted from the waitlist, you will receive:
- An email notification confirming your promotion to Registered status
- An updated registration status on the event detail page in your player dashboard
Paid Events and Promotion
If the event requires payment and you are promoted from the waitlist:
- Your payment status will be set to Pending.
- You will need to complete payment through Stripe to confirm your spot.
If you are promoted to a paid event, make sure to complete payment promptly. Contact the facility if you have questions about the payment process after being promoted.
Cancelling Your Waitlist Spot
If you no longer want to wait for a spot, you can cancel your waitlist registration:
- Navigate to the event in your player dashboard.
- Click Cancel Registration.
- Confirm the cancellation.
Your status will change to Cancelled, and everyone behind you in the queue moves up one position.
Waitlist Behavior When an Event Is Cancelled
If the facility admin cancels the entire event:
- All registered and waitlisted players are notified by email.
- All registration statuses change to Cancelled.
- The waitlist is cleared entirely.
For Facility Admins
As an admin, you can view the full waitlist for any event:
- Navigate to Events in the facility admin sidebar.
- Click on the event you want to inspect.
- View the Registrations section to see both registered and waitlisted players.
- Waitlisted players are shown in queue order.
You do not need to manually manage the waitlist. However, you can:
- Increase capacity to promote waitlisted players automatically.
- Cancel a player's registration to free up a spot (the next waitlisted player will be promoted).
Quick Reference
| Scenario | What Happens |
|---|---|
| Event full, player registers | Player added to waitlist |
| Registered player cancels | First waitlisted player auto-promoted |
| Admin increases capacity | Waitlisted players promoted to fill new spots |
| Waitlisted player cancels | Removed from queue, others move up |
| Admin cancels event | All registrations and waitlist entries cancelled |