What is the ‘Waiting List’ and how does it work?

The ‘Waiting List’ feature is used when the entry limit has been reached. The prospective entrant can complete the entry form to register their interest and they will be added to the ‘Waiting List'. As the event organizer you will then be able to accept or reject prospective entrants from the ‘Admin panel’.

• Make sure you have the ‘Waiting List’ feature turned on, you can turn this on by selecting yes to the question under ‘Tournament Info’ → ‘Tournament Info’ (this tab may be labelled differently on different domains)

• Make sure you have set entry limits to your ‘Entry Options’. To learn how to set entry limits, see: Can I set entry limits to my event?

Once the entry limit has been reached, prospective entrants will be placed on the waiting list after they have completed the entry form. Once they have been been placed on the waiting you will need to either accept or reject the request.

In addition to users being added once limits have been met, users will also be able to add themselves to a waiting list if limits have not been reached but the deadline for entry has passed.

Note: The waiting list will stop accepting further names ten days prior to the start date of the event (however this number is configurable on some domains to allow organizers to accept entries right up until the event start date).

Accepting the request

Will send a notification to that prospective entrant to say that their waiting list request has been approved giving them five days to make payment and confirm acceptance of their place. Their entry will not show as 'Complete' until full payment has been made. Entries that do not require payment will immediately display as 'Current' as soon as the organizer approves the waiting list place.

If five days elapse without payment, or the user removes the item from they cart, their entry will revert to 'Incomplete' (if the Entry Option they were on the Waiting List for is a required selection) or 'Complete' (if the item was an optional extra).

They will remain in the 'Approved Requests' section of the Event Admin Panel, but would need the Event Organizer to click 'Re-Approve'  - as per the below screenshot - for the item to be added back to their Cart to give them a further five days to make payment.

Rejecting the request

This may be useful when the event is full, and the entry deadline has closed confirming to those waiting that they have not been granted a place this time.

How to accept or reject a waiting list request

1. Login (make sure you switch into the account that has access to the event)

2. Click ‘Events Admin’

3. Locate your event and click the settings button to access the admin panel of the event

4. Click ‘Waiting List’

5. Choose whether to ‘Accept’ or ‘Reject’ the request. Depending on your decision the prospective entrants will appear in either ‘Approved Requests’ or ‘Rejected Requests’ lists

Note: When approving waiting list requests, the total number taken will override any limits in place. You do not have to increase your limits to approve a waiting list request.

If a member removes their entry after joining the waiting list and you try to accept their entry, you will receive an error. To check if a member has removed their entry, please see the 'Entry List' for the event to check if the members entry is still there.

Downloading a waiting list 

1. Navigate to event admin panel
2. Find event
3. Navigate to the 'Waiting Lists’
4. Select which of pending, approved and rejected lists to download
5. Click 'download' in the bottom right corner of the tab

'Select Numbers'

The waiting list feature will not work if you allow users to 'select numbers' for one of your category items. Ensure all items are marked as 'No' if you are wishing to use this feature.