Rock U - Event & Calendar - Wait Lists

Transcribed Video Content

What if you have a really popular event and you can't fit everyone who wants to register? Well, Rock has you covered. Instead of turning people away, you can set up a wait list to manage the crowds. Let's take a look at how that works. Wait lists are enabled on the event registration template. So we're gonna go to tools, event registration, and locate the template we want to use. So click edit and if you scroll down in the details section, you'll see a checkbox here for enable waitlist. If you click that enable waitlist box, your registration instance will create a waitlist when you've reached the maximum number of registrants. So let's do a walkthrough of the registration process. If someone is trying to register for an event that's full and waitlists are enabled, they'll see a warning such as this. In this case it says, Registration Full. This registration has reached its capacity. Complete the registration below to be added to the waitlist. So the one registering can decide to proceed and be put on the waitlist or not. But let's take a more complicated scenario. Say a parent is registering two kids for summer camp, but only one spot is open. Here's the warning message that parent will see. This registration only has capacity for one more registrant. The first registrant you add will be registered for summer camp twenty sixteen. The remaining registrant will be added to the waitlist. If the parent continues with the registration process, they'll see a typical registration screen for the first registrant. And you can see it says, this registrant will be fully registered. When they get to the second registrant, they'll receive a message that that registrant is going on the wait list. And when they move on to the payment screen, you'll see that the parent isn't charged for the child that's on the waitlist. When the registration process is over, the parent will see a confirmation screen that clearly shows that one child is registered and the other is on the waitlist. They'll also receive an email confirmation that clearly shows one child is registered and the other is on the waitlist. Now let's take a look at how waitlists are administered in Rock. You can find the waitlist in the registration instance under the Waitlist tab. And that tab shows up when you've clicked that Enable Waitlist checkbox in the registration template. So the waitlist tab lets you see who's on the waitlist and in what order. If you want to move a person off of the waitlist to a full registration, you just check the box in front of their name and click the move from waitlist button. When they're moved from the waitlist, you'll go to the confirmation screen which gives you the option of sending a communication to the registrant letting them know that they're now registered for the event. And that email will also let the registrant know if any payment is due or if any other information is needed. So you see this is a simple and effective way to manage large registrations and communicate the process with your registrants.