How to Manage the Wait List

For any event that is popular and the attendance limit has already been reached, the Allow Wait List option can be enabled. This will allow members to be added to a wait list even though they aren't successful in registering for the event. The Allow Wait List option is usually enabled when an event is created but it could be enabled after, when there are already registrants in the event. 

The following Wait list related items will be discussed on this page:

How to setup a registration event to have Wait List
How a Member can add themselves to a Wait List event
How Administrators can add Members to a Wait List event
Managing Wait List Events
Managing Members on the Wait List

How to setup a registration event to have Wait List.

The Wait List feature is only available for the Registration and Pricing and Registration Only event types.

1. Log in to the club's ClubHouse Online website with an Administrator user account and access Club Central.
2. From within Club Central, click Planet icon (Open Application List) at the top left.
3. Select Modules > Event Management from the Applications list. 
4. Select Create Event from the left navigation.
5. In the General Information tab, fill in all necessary information with event details.
6. Select the Registration and Pricing tab.
7. Does this event require registration and/or pricing? Select Registration and Pricing or Registration Only.
8. Fill in all necessary registration information.
9. In the Options section, select the checkbox beside Allow Wait List. 
10. View Waiting List option will only appear after Allow wait list is enabled - select the checkbox if members should be able to view who is on the waiting list from the calendar.
11. Click Save.

How a Member can add themselves to a Wait List event

When an event has reached the attendance limit and the wait list option has been enabled. A Clock icon will be displayed beside the event name. 
The process a member follows to add themselves to the wait list, is very similar to how they register for an event. The difference is, instead of the REGISTER button displayed in the top right it would display ADD TO WAIT LIST.

1. Search and click on event name that has Wait list clock icon beside it.
2. View Event Details and click ADD TO WAIT LIST in the top right.
3. Add Registrants, notes or answer additional questions (if these options are available for an event).
4. Complete booking - On screen check mark with Booking Completed will display "You have been added to the Wait List for this event"

An email notification will be sent to Members/Guests with a valid email address, if notifications have been enabled. This confirms that they are now added to the wait list and the subject line will start with "You have been added to the Wait List" 

How Administrators can add Members to a Wait List event

Administrators have the ability to add a member to a wait list once the event has reached its attendance limit, when members are not successful in add themselves on their own from the ClubHouse online website.

There are two ways for an administrator to add a member to the wait list. 

1. Live site Event Calendar
2. Manage Events

Live site Event Calendar

Administrators can add members to the wait list directly from the live site calendar the same way members would. 

The only different is that administrators would always have to add at least one member before successfully adding someone to the wait list. For details see How a Member can add themselves to a Wait List event

Manage Events 

This option allows administrators to add members to the wait list without having to access the calendar from the live site. This is similar to adding a member to a registration. The only time a member is being added to the wait list is when the number found in the Total Att. column is equal or greater than the number in the Max Att. column. Under the Registration column the word Wait List will display as well. 

1. Log in to the club's ClubHouse Online website with an Administrator user account and access Club Central.
2. From within Club Central, click Planet icon (Open Application List) at the top left.
3. Select Modules > Event Management from the Applications list. 
4. Select Manage Events from the left navigation.
5. Find event in table.
6. Two options from here 
   1. Click Add Registration (green plus sign icon) beside the event.
   2. Select the number found under the Total Att. column, and in the top right click Add to Wait List green button.
7. The Book for event window will display.
8. Add Registrants, notes or answer additional questions (if these options are available for an event). For more details see How to Register a Member for an Event 
9. Click Add to Wait List blue button 

An email notification will be sent to Members/Guests with a valid email address, if notifications have been enabled. This confirms that they are now added to the wait list and the subject line will start with "You have been added to the Wait List" 

Managing Wait List Events

To better understand how to manage an event that is set up with the wait list feature. We will take a closer look at the Registration and Wait List columns found in the Manage Events table. From the Wait List column administrators will also be able to move members from the wait list to become registrants when other members cancel from an event.

Registration Column

This column will help determines what will display (Register, Add to wait list, Registration opens on a specific date or Registration is closed) in the top right in the event details on the website. In the Registration column, the button represents the action to be taken. For example, if the button says 'close' that means the registration is open and clicking on the button will close the registration. 

The following can be found under the Registration Column.

Close

• Registration is currently Open.
• Members would see Register button on live site.
• Admin can click Close button and Register button will be replaced with Add to Wait List button on the website.
  • If Close button is clicked on, a box pops up to confirm Closing the registration.

Open

• Registration is currently Closed
• Members would not be able to register for the event but they could be added to the wait list
• Admin can Click Open button and Add to Wait List button will change to Register button on the website
• TIP: If the Total Att is less than Max Att, and there are members in the Wait List column do not Open registration
• this would result in new registrants successfully registering for the event, even though you had existing members already on the wait list
• to be fair,  ensure the Wait list Column is at zero before opening the registration 

Wait List

• Registration is currently Closed
• Members would see Add to Wait List button on live site
• word Wait List will display anytime the Total Att column is equal to or greater than the Max Att column
• no option to open or close the registration

N/A

• Registration is set to be opened on a future date.
• Members will see the date and time registration opens on the live site.

Wait List Column 

The Wait List column provides the following information to help determine the type of event and whether wait list has been enabled. This is also how administrators can manage the registrants that are on the wait list to the actual registration when other members cancel.

The following can be found under the Wait List Column.

• N/A = information only event
• Dashes '--' = registration event and wait list feature is not enabled.
• zero = Registration event has the wait list feature enabled but no one is on the wait list.
• number = Number of people that are on the wait list.

Managing Members on the Wait List

When a member cancels their booking and there are members in the wait list, members do not move out of the wait list automatically. Administrators have to manually move the people from the Wait List to the Total Att. column to be registered for the event. 
    
Steps for an administrator to manage the wait list:

1. Select Manage Events from the left navigation.
2. Click on the number found under the Wait List column

2. Click Add to Booking blue button beside any booking number.
   • Administrator can select any booking number to add, they do not have to be added in order members were added to the wait list. 

3. An email will be sent to all members and guest with valid emails advising they are now registered for the event

​^Note: if the Space Available in Event is less than the number of people being added to the booking the Add Booking pop up will appear displaying "Adding this booking to the Registration from the Wait List will result in the event registration limit increasing to x number of attendees. Are you sure you want to do this?" Make sure it is ok to exceed Event Registration Limit before clicking OK to move wait list people to become attendees for the booking. 


After moving all the members from the Wait List to the Registered category, and if the attendance limit has not been reached and the booking window is still open, an administrator can open the event up again for member registration by clicking on the Open button in the Registration column.