Please be aware that Lyyti is developed constantly and your view might not match 100% with the view described in this article.
This feature can be used with the following license packs: Basic, Professional and Enterprise.
This article discusses the waiting list and its functions. The waiting list allows for the automatic collection of information about interested participants who could not register directly for the event because the event was full.
This article consists of the following sections:
Waiting list functions
The waiting list can be activated if a total capacity has been set for the event, or if participant types and capacity per participant type are in use in the event. Read more about capacities here. Please also note that the event registration time must be active for the waiting list to run automatically.
Therefore, the waiting list cannot be activated based on registration page questions. Please also note that when registering for the waiting list, the people are not yet participants in the event; they are only in the queue.
Once the waiting list is activated and the event capacity is full, the waiting list begins to function automatically. Instead of registering for the event, the participant signs themselves up for the waiting list. When a participant who has already registered for the event cancels their participation, or the event organiser increases the capacity, an automatic message about an available spot is sent to the participant who is first in the queue. If the reservation expires, the spot moves to the next person in the queue.
Note: In a group registration event, the waiting list runs on a per-participant basis, meaning one participant at a time. Lyyti does not wait until there is room for the entire group; instead, you always receive a message about one new released spot.
As the event organiser, you can manage the queue if necessary: Waiting list - manage participants on waiting list
Activate the waiting list
To activate the waiting list feature, go to Waiting list settings.
1. Click Activate waiting list. Note that the waiting list feature is only linked to the event's maximum capacity or capacities added to participant types. Without maximum capacities in place, the waiting can not be activated. This also means that questions on the registration page cannot be linked to the waiting list.
The waiting list runs automatically: Whenever someone cancels or fails to complete their registration and a free place becomes available, Lyyti will send an e-mail to the first in line informing them that they can now register if they still wish to do so. The e-mail also contains their personal registration link.
N.B. Please note that in group registration events, the waiting list runs for each spot that frees up independently, so you might get waiting list emails for one participant in your group at a time. Lyyti does not wait for the entire group to fit into the event but will let you know of any free space in the event.
2. Show the participant their position on the waiting list.
3. Time limit for the first in line means how much time (hours) participants have to register before the place is offered to the next person in line.
4. You can choose which fields are mandatory. All these question fields are always shown on the waiting list page, and the e-mail address is always a mandatory field.
People coming to register for a full event will see the following message:
The event is full. Add yourself to the waiting list with your e-mail address. You will be notified by email if there is room in the event. (see sections 4 and 5)
5. The text "The event is full" is shown to anyone trying to register when the event is full. If you wish to write your own text, deselect Show default notification and write your own text in the text editor below. You can edit the default notification in Actions > Notifications (found on the left-hand menu).
Tip!
- The waiting list is kept active as usual.
- Decrease the event (or participant type) capacity to say, 1. This means that unless everybody cancels their registration, no waiting list emails will be sent to those on the waiting list, since the event is full.
Now you can manage participants on the waiting list as you see best. If you wish to let Lyyti inform the first one(s) in line about new vacancies, simply increase the event's capacity to the actual number of participants you wish to have in the event. Lyyti will send a notification to register to as many participants as there are vacant places in the event.
Waiting list to questions on registration page?
It is not possible to link the waiting list function to question on the registration page, since the waiting list works with the event's maximum capacity, defined on the Settings page and/or Waiting list settings.
However, you can use participant types to manage your multiple choice questions and use the waiting list function in participant types. Let's take an example:
You have an event that lasts several days and registrants may choose one of them. They also need to answer questions that concern all registrants regardless of the day they wish to attend, and these questions may have capacities in common.
To do this, create participant types for each event date. The registrant selects which day (participant type) they'll attend and after that they'll fill in their information (name, e-mail etc.). If one of the days fills up, the registrant can still select another day or sign up for the waiting list.
Comments
0 comments
Please sign in to leave a comment.