Waitlists for Full Events

Waitlists for Full Events

Overview

When an Event reaches capacity, the signup option is replaced by a Waitlist option. A Waitlist is a queue of Customers who want to attend an Event that is full. When a spot opens, every Customer on the Waitlist receives an email at the same time, so no one gets preferential treatment based on their position in the queue. The first Customer to act on the email secures the spot.

How Customers Join the Waitlist

In the App, a full Event shows a Waitlist option in place of the signup option. The Customer taps it to add themselves to the Waitlist.

Any Customer can join the Waitlist. There is no limit tied to position, and joining the Waitlist does not charge the Customer.

When a Spot Opens

A spot opens when a signed-up Customer cancels their participation. Every Customer on the Waitlist receives an email at the same moment with a link to claim the open spot. The first Customer to claim it gets the spot.

Any cancellation charge tied to the Event's Cancellation Policy applies to the Customer who cancels, not to the Customer who claims the open spot. See Is the Cancellation Policy Different for Events? for details.

Spots Remaining Display

Whether Customers see how many spots remain depends on the Club's configuration.

In the App

When Show Spots Left is enabled for an Event, the Event detail page shows how many spots remain, for example "3 spots left". Event cards show a blue ONLY X SPOTS LEFT tag when fewer than 10 spots remain. Events with 10 or more spots remaining do not show the blue tag on the card, though the count may still appear on the Event detail page.

Turning Off Spot Counts for One Event

1. Open the Event.
2. Go to Advanced Features.
3. Toggle off Show Spots Left.

This per-Event toggle only appears when the area-level Show Spots Left and Attendees List on Events setting is on. See Attendee List and Spots Left Configuration for the full setup guide.

Managing the Waitlist in the Dashboard

Admins see the Waitlist for an Event in the Overview tab of the Event side panel. Waitlist signups also appear on the All Areas Overview.

Remove a Customer from the Waitlist

1. Open the Event in the Dashboard.
2. Scroll to the Waitlist section in the Overview tab of the side panel.
3. Click the three dots next to the Customer's name.
4. Select Remove from Waitlist.

Once removed, the Customer no longer receives notifications if a spot opens.

Force-Push a Waitlist Notification

If spots are available but no one on the Waitlist has been notified, for example because spots were added manually, an Admin can trigger the notification email:

1. Open the Event.
2. Increase Total Teams by 1 to add one spot to the capacity.
3. Click the blue Save button at the bottom right of the side panel.
4. Reopen the Event.
5. Decrease Total Teams by 1 to remove the extra spot.
6. Click Save again.

Adding the spot triggers the automated Waitlist email to every Customer on the Waitlist. Removing it afterward returns the Event to its intended capacity.

Complete both halves of this process. If the extra spot is left in place, the Event can accept one more signup than intended.

Common Issues

• Customers on the Waitlist did not get an email when a spot opened: Spots added manually do not always trigger the automated email. Use the force-push process above.
• A Customer says they claimed the spot but did not get in: The spot goes to the first Customer to act on the email. Another Customer claimed it first.
• A removed Customer expects updates: Removal from the Waitlist stops all notifications for that Event. The Customer must rejoin the Waitlist in the App.