We know your events are going to be popular. So popular, in fact, that you probably won't be able to fit everyone. Don't worry, Rock's wait list features will ensure that you can manage the crowds. Let's take a look at how these features work.

Registration Entry

You can enable the wait list features on registration templates. Then, you'll configure the maximum number of registrants on registration instances. When the event is full, individuals will see the message below when they attempt to register.

At this point, the individual can decide not to register or to add themselves to the waitlist. Let's look at a slightly more complex scenario. What if there is only one spot left and the person is hoping to register two individuals? When they arrive at the page, they'll see a normal registration page. But, when they select more people than there are slots available, they'll get the message below.

In this case, let's assume that they would like to continue with registering both kids for camp. You'll notice that the registrant entry screen below looks fairly normal but has an additional notice at the top reminding them that this individual will be fully registered for the event.

As they move to register the second child, they will notice that the reminder is now warning them that this individual will be on the wait list. Careful observers may have noticed that the number of entry fields has changed. (We're not asking for Leader Preference, etc.) You have the option to configure registration form fields for the wait list or to hide them.

Rock requires the First Name and Last Name fields to have "Show on Wait List" enabled. This prevents "anonymous" records from being created and ensures your data remains clean.

As they move to the payment screen, note that those on the wait list are not charged for the registration. They are simply holding a spot.

It's very important that we're clear about who is on a wait list and who is a full registrant. To this end, both the confirmation screen and the email reflect the individual's registration status.

Wait List Administration

Now that we're familiar with the process of registering for a wait list, let's look at how you can administer wait lists.

From the registration instance screen, you'll notice that registrations with individuals on a wait list are clearly noted on the list. There is also a Wait List tab to help you view and manage the wait list.

The Wait List tab allows you to view those on the wait list with their placement order. If you would like to move an individual from the wait list to a full registrant, simply select the checkbox in front of their name and select the Move From Wait List button at the bottom of the grid.

After you select to move them, you'll see the screen below confirming that they have been moved. At this point the new full registrant will be added to any groups that were configured.

If you'd like to send them an email to confirm the move and request additional fields simply select the Send email to individuals checkbox.

When moving an individual, you should almost always select Send email to individuals. This email shares the good news and provides a link to finalize their registration. This step is critical because it collects any payment due and asks the questions that were skipped during the initial sign-up (like Group Member Attributes). If the individual doesn't complete this step, their registration data will remain incomplete.    

This email might be crafted already in the Registration Template, but if not, you can click the Source toggle to create it here. Don't forget you can use Lava to personalize the content.

While this feature makes moving people from the wait list a simple process, you can also convert a full registrant to a wait list member or a wait list member to a full registrant from the registration details screen.