Photo of Matt Winter


Event Registration - multiple event maximums and waitlist

Hello, we are in the process of migrating to Rock and are trying to figure out how to set up some of our events. We are coming from Arena, where we were able to use registration sub-events with limits to achieve the setup we are attempting, but I'm not seeing an effective way to this within Rock. Here are the features we are trying to incorporate into a single registration instance:

  • register multiple registrants
  • each selecting a different class or small group (based on age or leader), with a different "maximum registrants" for each class/group.
  • Ideally we would like to use the waitlist feature as well.

Here's an example: we offer childcare with our weekday on-campus events. We have several rooms of varying sizes, so we need to limit our capacities based on kids' ages. So for Monday morning events,

  • we can have 10 kids age 0-12 months, 20 kids age 1-2, and 30 kids age 3-5 (though that can change based on staffing).
  • We charge $10 per child for childcare for the semester.
  • We would love to trigger the waitlist feature so our childcare coordinator can control the numbers at the end of the registration window, or in case we hire additional childcare staff, or to try to keep families together. 

(This is one example, but we have 3 other events or event types that use this style of setup for user registrations.)

From what I can tell, the best way to utilize the registrant maximums and the waitlist feature is to set up each classroom as a separate registration instance, but this means that a mom coming to a Monday morning bible study with 3 kids (a 6 month old, a 21 month old, and a 4 year old) would need to register and pay 4 separate times (once for herself and one for each child).

Does anyone have a better solution for this situation? I understand we might not be able to get all the desired features into a single registration instance, but I would like to see how close we can get. 

Please let me know if I have not explained the issue clearly.

  • Photo of Karen Norris


    The best way we have found to do this is to utilize FEES as the "sub-events", so you would set up a fee type as class and each fee would be the different ages with a max number for that fee. You can still utilize a waitlist, but it doesn't really work with each fee. We also create a fee called "my age group is full", so when a fee is full they have something to choose. The waitlist is still on the main event max number so a particular fee may be full but there is still space in the full event. I can set up an example on Rock demo sight to show you.