☰ Contents Page 14 of 27 · Bookings & money

Waitlist & applications

From the organiser's Help guide. This is the page an organiser reads inside their own admin, exactly as they see it. On the demo you can read it but not open the admin behind it.

Bookings → Waitlist / Applications

Some events aren't open to everyone: a training, an advanced course, a retreat you want to know people for. Tick Application required on the event and its page shows an Apply to join button instead of a booking form. People send their name, email and a message, and pay nothing yet.

Waitlist when full. When an event sells out, its page offers a Join the waitlist form instead of a dead end. Those people land in the same list, marked as waitlist, and you're emailed about each one. Don't want this? Untick Waitlist when full in Site Settings → Features.

When a place comes free (someone cancels, is refunded, or doesn't finish paying), the first person waiting is emailed straight away: the place is kept for them for 24 hours and the event still shows as full to everyone else. If they don't book in that time, the offer runs out (their row says Offer ran out) and the next person is offered it. Change the 24 hours, or switch this off and choose people yourself, under Site Settings → Features → Waitlist.

Waiting for one date or one room. On an event that sells single dates, a full date gets its own waitlist: guests pick the date on the event page under A date you want is full?, and when a place on that date comes free the first person waiting for it is offered it. On a retreat with rooms, guests can wait for a full room the same way (The room you want is full?) while other rooms still have space. The offer email names the date or room, and the place is kept for them as above.

• You hear about it — each new application is emailed to you (Site Settings → Emails & alerts → Notify new bookings), with a link straight to it.
• See who's applied — open Waitlist / applications. Each row shows the person, the event and where they are: Applied / waiting, Approved, Declined, Booked or Offer ran out. Place kept until shows how long a place is being kept for someone. Open one to read their message.
• Say yes — tick the people you're approving, choose the action Approve & email a booking link and press Go. They're emailed a private booking link that works for their email address only, and they book and pay as usual. If there's a place free, it's kept for them: an applicant keeps it for the 7 days their link works, someone from the waitlist for your waitlist hold time. If the event is full when you approve, nothing can be kept, and the page says so: their link works only if a place frees up.
• Say no — open their application, set the status to Declined and save. No email goes out, so let them know yourself.