Waitlist

The waiting list is a feature that you can activate for each individual offering as needed. It is utilized when an offering is fully booked or the registration deadline has been reached. This allows potential participants who were initially unable to secure a spot in the offering to register their interest on the waiting list.

Utilizing the waiting list enables you to prioritize registered individuals as soon as spots become available in the offering. This allows you to efficiently fill vacant spots and simultaneously gain valuable insights into the demand and popularity of your offerings. Furthermore, you have the option to specifically suggest alternative offerings to those on the waiting list via inquiry email.

Activate Waiting List

If you want to enable the waiting list for an offer, go to the relevant offer and click on "Settings." There, you can use the slider A to specify whether or not to allow the waiting list for the offer. There is no limit to the number of spots on the waiting list for an offer.

Waiting list status Closed

If the waitlist is active for an offer, waitlist bookings are only possible once the offer is in Closed status. Waitlist entries are not possible in preceding statuses (e.g., Published).

Waiting list status Cancelled

If you do not run an offer and set its status to Canceled, all booked participants will be moved to the waitlist. Please note that for group bookings, only the main participant will be displayed on the waitlist, and group participants will not be listed individually. They remain available within the main participant's booking. The movement of booked participants to the waitlist upon cancellation of an offer occurs regardless of whether the waitlist is active for that specific offer.

Waiting list at MustPay

If the MustPay function is active, the waitlist cannot be enabled. Nevertheless, the waitlist is relevant for MustPay, as MustPay bookings are always initially placed on the waitlist. Upon successful payment by the participant, the booking is automatically added to the participant list, provided there are still available spots in the offer at that time.

Waitlist Overview within the Offer

Each of your offers has its own waitlist overview. To access the waitlist for a specific offer, click on the «Participants» tab in the offer dashboard, then select the «Waitlist» option from the dropdown menu. Here, you will find a detailed overview with various columns providing information about the individuals registered on the waitlist. In addition to the person's name, their participant balance, and registration time, there is a «Status» column. The status of a waitlist booking indicates whether it is a standard waitlist spot, if the MustPay automation is active, or if it is a definitive booking into the participant list.

Meaning of «Waitlist» Status:

• Waitlist booking for an offer where no spots were available at the time of booking.

• Waitlist booking for an offer whose registration deadline has passed.

• Waitlist booking for an offer whose status was previously manually set to Closed .

• Manual backend booking to the waitlist by an admin.

• Participants were moved to the waitlist after the cancellation of the offer.

• Participants from the waitlist of a replacement offer.

• MustPay automation was aborted because the countdown has expired.

Meaning of «MustPay» Status:

• MustPay automation is currently active because the countdown has not yet expired.

• The MustPay automation is currently active, as no countdown is enabled.

• This status is only visible if the MustPay function is enabled for the offer.

Meaning of the "Booking" Status:

• Participants from the confirmed participant list of the current offer.

• Participants from the confirmed participant list of an alternative offer.

• This status is only visible if the display of confirmed bookings is also enabled in the waitlist.

Waitlist Functions

Several functions are available for managing the waitlist, including confirming participants for definitive enrollment in the offer with a single click or requesting them to finalize their booking.

Requests

If you prefer not to add waitlisted participants to the offer without prior inquiry, and instead invite them to finalize their booking, use the "Request" button. The selected participants will receive an email (Waitlist Request Email) containing a link to their initiated registration. Participants can then complete the booking with two clicks.

Send Request for Alternative Offer – Using a Waitlist from Another Offer

If you wish to offer waitlisted participants an alternative offer, the process is as follows:

1. Create and publish an alternative offer.

2. Access the empty waitlist of the alternative offer.

3. In the "Waitlist from the following offers" field, enter the offer whose waitlist you intend to use. You can also specify multiple offers and their respective waitlists here.

4. In the table that appears, select the participants to whom you wish to send a request for the alternative offer.

5. Click "Requests" to send the request emails to the selected participants.

Email

If you wish to send information to waitlisted participants via email, use the "Email" button for this purpose.

Confirm

If spots become available in the offering (due to a booking cancellation or an increase in the maximum number of participants), participants marked with the «Confirm» button can be directly added to the offering. Please note that this does not trigger an automatic booking confirmation. As an administrator, you can send this manually if required.

Add

If you wish to directly book participants onto the waitlist via manual backend booking, then click «Add».

Display Regular Bookings

Activating this option provides a combined view in the waitlist that includes both waitlist bookings and all definitively booked participants for the current offering. Participants with a definitive booking can be identified by the «Booking» entry in the «Status» column.

This function offers versatile applications. On one hand, it provides a comprehensive overview of all waitlist and definitive bookings within an offering. On the other hand, by entering other offerings in the «Waitlist from the following offerings» field, you have the option to transfer definitive participants from those offerings to the current offering.

This way, you can leverage the full range of waitlist functionalities not only for waitlist bookings across all your offerings but also for all definitive bookings.

Cancel Waitlist Booking

To cancel a waitlist booking, please select the relevant participant for whom you wish to perform the cancellation. After opening the participant dashboard, you will find an overview of all bookings for the person concerned, including the affected waitlist booking. Click on the respective booking to open the booking dashboard. Within this dashboard, you have the option to cancel the waitlist booking using the «Cancel» B button.

Create an Offering Without Definitive Registration

Do you wish to create an offering where participants can only register for the waitlist? If so, we recommend the following procedure:

1. Create an offering, possibly with a description indicating that the registration is an expression of interest.

2. Enter start, end, and registration deadline dates.

3. Enter a desired number under «Maximum Participants». This number can be freely chosen (minimum 1) and does not affect the number of waitlist bookings that can be made for the offering.

4. Allow waitlist.

5. Change Status to Publish and immediately thereafter to Close. The offering will now appear as bookable via waitlist.

Related Guides

• Offering Status

• MustPay and Countdown

• Cancel/Rebook Participant Booking

• Group Registration

• Inquiry Lists

Keywords for this guide

MustPay | Prospect List | Waitlist | Contact List | Inquiry Lists