Managing Session Waitlists

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Expecting an optional session to sellout quicker than a One Direction concert? Plan ahead by adding a waitlist to that future triumph. Once room becomes available, those still yearning to attend can be automatically alerted or add them yourself by modifying their registration.
 

  Creating a Session Waitlist

1 Access the Session Details page. Begin by selecting your event. Hover over Event Details and, under Agenda Items, click Sessions.
 
NOTE: Pressed for time and adding a lot of waitlists to your agenda? Check the box next to each session's name, then hover over the Actions button and click Edit.

Click the name of the session, then Edit.

2 Activate the Waitlist. Under the Status & Capacity section, switch "Enable waitlist" to Yes.
Notice another text box labeled Waitlist Capacity appears. If you want to put a limit on the number of people who can sign up for the waitlist, enter an amount here.
 
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Upon clicking Save, the waitlist will be presented as an option to invitees during registration when the session reaches capacity.

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3 Set up the Session Waitlist Notification email. The Session Waitlist Notification alerts an invitee if a spot has opened up for any sessions associated to it. To do this, hover over Promotion & Communication and, under Email, click Session Emails. Click Session Waitlist Notification, then Edit.

Switch Active to Yes.
 
NOTE: When you cancel an invitee's registration or your event moves to Closed status, the Session Waitlist Notification will not be sent.

Under Send Settings, determine whether the email will be sent by you or automatically when a spot opens up. If automatically sending, choose how long a waitlisted registrant has to register for the session before the email is sent to the next registrant on the waitlist. When the second email is sent, it becomes a race. Both waitlisted registrants will be able to register, but only the first to do so will be added to the session.
 
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Prioritize how the email will send. Your options include:
 
  • Waitlisted date - The first person to be sent the email will be the first person that signed up for the waitlist, then the second, and so on.
  • Registration type in the event, then waitlisted date - The first person to be sent the email will be determined by registration type as well as when they signed up. Reorder your registration types by clicking and dragging the arrows under the Reorder column.
 
In the Associated Sessions section, check which sessions will have the session waitlist notification. Those unchecked will not receive this email when a spot opens up.

 
NOTE: If you have multiple invitation lists, the other lists' send settings will automatically update when you click Save.

Once you're done, click Save.

4 Customize the Session Waitlist Notification email. In Classic, click the neighboring tab, Content, then Edit. Customize the email using the HTML Editor
. In Flex, click Design Email, then customize the email using the Email Designer
 
Keep it generic. This email will be going to those on the waitlist for all the sessions you’ve indicated. Do not customize it for a particular one.


 
NOTE: Ensure the {[WL-INVITEE GUEST NAME]} is included in the email. If a guest is on the waitlist, the main registrant will receive the email, but the guest's name will display.


Don't forget to Save.

5 Create a session email, if necessary. You can also keep your invitee informed or make sure they're aware they're on the session's waitlist by creating a session email specific for session waitlisted invitees. Your options include: when they select a session that's hit capacity, at a scheduled date and time, or manually.
 
Monitoring Session Waitlists

1 Access your list of Reports. Hover over Reporting and, under Reports, click Reports.

2 Run the Agenda Items - Registration Summary Report. From the Category dropdown, click Session and Agenda Items Reports. Locate the Agenda Items - Registration Summary report and click Run to the right of it.


3 View and customize your report. Running the report will return a list of all agenda items in your event, as well as each item's total capacity, current registration numbers, remaining capacity, and waitlisted numbers. Clicking on the numbers in the Total Registered, Total Participants, and Waitlisted columns will return a list of the attendees who fall into each of these categories.
 

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This report can be customized to display more or less information depending on your needs. Once you have perfected the report to meet your needs, remember to save the report for later by clicking on Actions, then Save As. After you have saved your report, it will appear in the Saved Templates tab of the Reports page.


Modifying a Session Waitlist

1 View your waitlisted registrants. Hover over Invitee Management and, under Manage, click Invitees & Registrants. Click Advanced Search in the top right. Scroll down to the Agenda Items section and from the "Search by Agenda Item" dropdown, choose On the waitlist for the following sessions. The Waitlist Sessions dropdown will appear. Check the session you want to search for.

 
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Click Search

2 Add or remove registrants individually in Classic. Search for the registrant and click the appropriate name. Hover over Registration and click Modify Registration.

Click Registration. Locate your session. Check the box marked "Add to waitlist" to add your chosen registrant to the waitlist or uncheck it to remove them, then finish modifying the registration.


Or, add or remove registrants individually in Flex. Search for the registrant and click the appropriate name. Hover over Registration and click Modify Registration.

Navigate to the page where your sessions are added. Click Join Waitlist to add your chosen registrant to the waitlist or click Joined Waitlist to remove them, then finish modifying the registration.

Or, add or remove registrants in bulk. Check the boxes next to the names of the invitees you want to register or unregister. Hover over Bulk Actions, then click Update Session Registrants. To add registrants, select "Register all for a session" from the Update Method dropdown. To remove registrants, select "Unregister all from a session." Then click Select next to the session you want to register or unregister invitees for.

 
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Determine if you want to send session registration or session cancellation emails, then click Confirm.

 
NOTE: A session waitlist must be enabled to remove registrants from it. If you disable it later, anyone waitlisted will not be removed automatically

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