Waitlist

Here’s how to enable and set up a waitlist on registration forms in Activity Messenger. This allows participants to join a waitlist if a class is full. The platform can automatically manage the process if you choose to use our watilist automation workflow.

# Access the registration form

Select the registration form you want to modify (whether for a single class or multiple classes).
Go to the multi-class options (if applicable), or simply to the individual class for which you want to enable the waitlist.

Click the 3 vertical dots to edit the class or multiple classes question

# Activate the waitlist

To enable the waitlist, scroll down to the toggle labeled Waitlist and toggle it 'on'. For a multiple classes block scroll to the Classes rules and click modify then scroll down to the toggle labeled Waitlist and toggle it 'on'. 

Once you have enabled the waitlist option you can either stop here and we will generate a list of names of people that wish to be notified if a spot comes available.

A message will automatically appear to inform the customer that the class is full and that they can join the waitlist. You can customize this message by editing the added to waitlist confirmation email template.

Example:
"Hello [first name], you have been added to the waitlist for [activity name]."

Alternatively, you can toggle on Waitlist Automations.  When this is activated and a class is full, the participants name will be added to the waiting list and you can customize the notification experience that the account owner receives when a spot comes available and the amount of time a spot will be held before moving on to the next name on the waitlist or the spot becoming available for public registration.

 

Edit the waitlist automation communication template to personalize the message customers will receive if a spot becomes available.

# Managing the waitlist 

When a participant notifies you that they wish to cancel their registration, once you have processed that cancellation you can set up automation to manage the waitlist. Two options are available:

• First Come, First Served: The first person on the waitlist is notified (via email or SMS).
• Notify the Entire Waitlist: Everyone on the waitlist receives a notification when a spot becomes available.

Set a time limit during which the spot is reserved for the person on the waitlist. For example, you can choose to hold the spot for 24 or 48 hours.

The individual will receive an email and SMS with a unique link and a password to access the registration.

If a participant no longer wishes to register, they can click a link to remove themselves from the waitlist.

This automatically triggers a notification to the next person on the list, bypassing the 24- or 48-hour hold period.

You can customize this withdrawal message in the templates so participants are informed about their removal and the activation of the next person on the waitlist.

When viewing your courses in the "All Classes and Events" section, you will have the option to see the participants currently on the waitlist.   

If you are using waitlist automations, click on the Registration form and go to the attendance tab and click on the waitlist column for each class to view the automation actions available