Waiting list and change bookings

When you open an event, under Settings in the section "When max. number of participants reached" you can 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 is reached or if someone is already in the waiting list, other participants are entered in this separate waiting list. In this way, no one in the waiting list is skipped automatically. Thus, it is in the hands of the organizer, to decide on the people in the waiting list that he would like to inform about availability of seats or include directly in the list of registrations. Various actions can be taken using the Multiple Action list. Among other things, it is possible to send e-mails from a template directly to the supervisor of the participants on the waiting list.

The event administrator can shift 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 multiple selection of the waiting list to send participants an e-mail from the template. Participants who are on the waiting list have the option of registering themselves as participants whenever a place is free again.

The event organizer is notified by e-mail when a reserved place has become available for a fully-booked event with a waiting list because, e.g., a participant has de-registered.

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/adopt approvals. If in case of participation, the approval process hat not yet been completed, this must be restarted. No new e-mail is sent to persons who have already been issued an approval. All the questions and answers remain with the original event and are not copied/moved to the new one. This is why special attention is required regarding the loss of information.