Waiting list and Change bookings

Under "Settings", you can use "When max. number of participants has been reached:" to specify what is to happen to additional registrations when an event is fully booked:

• Allow more registrations
• Reject registrations
• Place on waiting list

Allow more registrations

If you select none or the option "Allow more registrations", you can overbook the event, and registrations are still possible even when the maximum number of participants has been reached.

Reject registrations

With the "Reject registrations" option, no additional registrations can be accepted once the maximum number of participants has been reached.

Place on waiting list

The waiting list is activated through the "Place on waiting list" option. Once the maximum number of participants has been reached or if someone is already on the waiting list, further participants will be added to this separate waiting list. So nobody on the waiting list will be skipped automatically. It is thus in the hands of the event organiser which persons on the waiting list he would like to inform about free places or directly transfer to the list of registrations. The multi-action list allows you to perform various actions. Among other things, it is possible to send e-mails directly from the template to the managers of the participants on the waiting list.

The event administrator can move participants from the waiting list to the list of participants even though the maximum number of participants has been reached.

Manage the waiting list

You can use the multiple selection from the waiting list to send participants an "email from template". Participants who are on the waiting list have the option of registering themselves as participants whenever a place is freed up.

The event organiser is notified by email when a place has become freed up for a fully-booked event with a waiting list because, e.g., a participant has deregistered.

Change bookings

One or more participants can also be assigned to a new event using the multiple action "Assign participant to another event". A copy of the existing registration can be made on a new event, or the participants can be moved from one event to the new one. Note that there is an option to copy approvals. If a participation still has an unfinished approval process, it has to be restarted. People who have already approved are not sent a new email. All the questions and answers remain with the original event and are not copied/moved to the new one. So please take care that no information is lost.