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Event Waitlist

When an event reaches its maximum capacity, players can join the event waitlist instead of missing out entirely. If a registered player cancels, the next person on the waitlist is automatically notified and offered the spot.

How the Event Waitlist Works​

  1. A facility admin creates an event with a capacity limit (e.g., 20 spots).
  2. Players register for the event until all spots are filled.
  3. Additional players who want to attend see a Join Waitlist option.
  4. When a registered player cancels, the first waitlisted player is promoted.

Joining the Event Waitlist​

As a Player​

  1. Navigate to the Events page at your facility.
  2. Find the event you want to attend.
  3. If the event is full, the registration button shows Join Waitlist instead.
  4. Click Join Waitlist.
  5. You receive a confirmation that you are on the waitlist.

Your registration is created with a WAITLISTED status.

info

Being on the waitlist does not guarantee a spot. You will only be promoted if a registered player cancels.

As a Parent (for your child)​

  1. Navigate to the event.
  2. Click Join Waitlist.
  3. Select your child's name from the participant list.
  4. Your child is added to the waitlist.

What the Player Sees​

After joining the event waitlist, you can see your status on the event page and in your dashboard:

  • Status: WAITLISTED
  • Position: Your place in the queue (e.g., 3rd in line)
  • Event details: Name, date, time, and location

Promotion Process​

When a spot opens up:

  1. The system identifies the first WAITLISTED player.
  2. The player's status changes to NOTIFIED (via the EventRegistration record).
  3. An email notification is sent with the event details and a confirmation link.
  4. The player has the configured number of hours to confirm.
  5. If confirmed, the registration status changes to REGISTERED and the player is officially in.
  6. If not confirmed in time, the offer expires and the next waitlisted player is notified.

Managing the Event Waitlist (Admin)​

As a facility admin, you can view and manage the event waitlist:

  1. Navigate to the event in your admin dashboard.
  2. Open the Registrations tab.
  3. Switch to the Waitlist view to see waitlisted players.
ActionDescription
View queueSee all waitlisted players in order
Remove playerRemove a player from the waitlist
Promote playerManually offer a spot to a specific player
Increase capacityAdd more spots to the event (promotes waitlisted players automatically)
tip

If you have a large waitlist, consider increasing the event capacity or creating an additional event session to accommodate demand.

Cancelling Your Waitlist Entry​

If you no longer want to attend:

  1. Navigate to the event in your dashboard.
  2. Click Cancel Waitlist or Leave Waitlist.
  3. Your registration is removed from the queue.

Events on the Calendar​

Full events appear in gray on the calendar, while events with available spots appear in purple. When a waitlist promotion fills the last spot, the event color changes from purple to gray. See Events on Calendar for details.

Event Waitlist vs. Booking Waitlist​

FeatureEvent WaitlistBooking Waitlist
Tracked byEventRegistration (WAITLISTED status)WaitlistEntry
What it coversFull eventsFully booked time slots
Capacity defined byEvent max capacityResource slot limit
Admin can increase capacityYesNot applicable (slot-based)