Wait Listing
 

Wait listing is the ability to place registrations in a "wait list" state upon submission.  Wait listing tells the registrant that their registration has been received and that they will be notified if they have been accepted.  Once a registrant is wait listed they cannot pay or register again for that event but are directed back to your accounts main page.  EasyREG provides two ways to wait list a registrant.  The first method is the Event Size Limit and the second method is our Advanced Wait Listing feature.

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Event Size Limit

The Event Size Limit method of wait listing allows the event administrator to set a maximum total size that is allowed for the event.  The total size is calculated by adding up the Pending, Approved and Paid registrations already received for that event.  Once this size limit is reached each new registration is automatically wait listed.  To setup this feature:
 

• If this is a new event, go to the "Create New Event" page and proceed to Step 3 "Setup Wait List Settings".  This section allows you to enter in a total number of allowable registrants in the provided box.  EasyREG will add up all the current Pending, Approved and Paid registrations for that event and wait list all other registrations once their total equals the number entered into this box.
• If this is an existing event view the "Registration Settings" area of the "Edit Event Settings" page which has a box entitled "Event Size Limit".  You can enter in a new total limit whole number or remove the number limit completely.

Once a registration is wait listed it will appear on the "View Registrations" page in a new table entitled Wait List Registrations.  All registrations in this table will be sorted in the order in which the registrations were received for the event.  This way you can approve any open spaces in the same order in which they were received.

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Advanced Wait Listing

Along with the standard Event Size Limit wait list option described above, EasyREG also provides a more advanced and customizable wait list option.  The feature, called Advanced Wait Listing, allows the events administrator to wait list a new registration based on up to two defined fields within the registration form that was created for the event.

Here's how it works ...

• The event administrator creates a registration form using EasyREG's "Build a Form" tool.  This registration form must be created and saved in order to use the advanced wait listing feature.
• Once the form has been created and saved, click on the "View Registrations" page and then the "Advanced Wait List Settings" link.  From this page you will see a set of instructions outlining how to setup advanced wait listings (similar to these).
• At the bottom of this page will be listed all the valid form fields present in the saved version of this form which are available to wait list on.  A valid field needs to be one that is a required field to fill in on all registrations (denoted by a red asterisk *) and one that has a defined field value.  Valid form field boxes to use are either:
  • Drop down box that is marked as a required field to fill in
  • Radio box field (which be default is a required field)
• From the listed fields the administrator can choose up to two form fields to wait list on.  As an example, lets say the form holds two fields GENDER (Male, Female) and GRADE (1,2,3).  If you choose the GRADE field to wait list on you can selectively wait list on any grade value (1,2 or 3).  If you chose GENDER (primary choice) and then GRADE (secondary choice) then you can wait list registrations based on any of the following combinations.
  • Male, 1st Grade
  • Male 2nd Grade
  • Male 3rd Grade
  • Female 1st Grade
  • Female 2nd Grade
  • Female 3rd Grade
• So, you can set a wait list setting of WAITLIST for Male 1st Grade and Female 2nd Grade and leave the rest of the choices as OPEN.  After doing this all registrations submitted by males in the 1st grade or females in the 2nd grade will be wait listed while all others will be accepted.
• Once a set of wait listed registrations are present the administrator can view the wait listed registrations by category (Male, 1st Grade for example), view each set of registrations in the order in which they were received, and approve each separate registration as needed.

Advanced wait listing is a very powerful and useful feature for certain registration events (like Upward events where certain age groups may fill up before others).

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Approving a Wait Listed Registration

All registrations that are wait listed can be easily approved.  By clicking on the "Approved" checkbox and then updating the registration state you can move the registration into the approved state.  When a registration is moved from the wait list state to the approved state EasyREG will do the following:
 

• Send an approval email to the registrant (if approval email option is turned on)
• If there is a fee associated with the event AND the event is setup to accept Paypal payments through EasyREG then a link will be attached to the email allowing the registrant to pay using the Paypal cart feature.
• If there is no Paypal option setup for the event then the normal approval email will be sent.

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