In this article
The following article explains how to set up and use the waiting list feature.
- Overview
- Enable waiting list and edit settings
- View an events waiting list
- Add a person to a waiting list
- Send an email to people on a waiting list
- Send 'space available' notification
- Move a person up or down the waiting list
- Export waiting list
- View events a contact is on the waiting list for
- Edit the waiting list registration form
Overview
Arlo includes an automated waiting list feature that allows people to register on a waiting list from the website when an event is full. If a place becomes available, Arlo will automatically notify the first person on the waiting list.
If they do not register for the event within a specified time (which you can set), the next person on the list will be notified, and so on. Arlo can also send out a notification to administrators to say that somebody has joined the waiting list.
See examples of the waiting list communication.
Important note: Once space becomes available on the event, the website will still display 'event full'; however, anyone that has the direct 'website registration link' will be able to register and avoid the waiting list. For this reason, we recommend sending contacts the 'view on website link' instead when promoting your events.
Enable waiting list and edit settings
- Open the Settings menu.
- From the Waiting List section, edit the settings as desired. Enabling the waiting list feature means that waiting lists will be available for all events that have a maximum registration limit.
- Press Save.
Note: If you are not using the automated waiting list notification system, spots for an event will not become available on your website again (if available) until all waiting list registrants have been removed from the list manually.
View an events waiting list
- Open the Events menu.
- Events which include people on a waiting list will be displayed with a count of the number of people on the lists with a plus (+) symbol.
- Find and select the event.
- Click View Waiting List or select the Waiting list tab.
Add a person to a waiting list
From the website
If you have allowed the event to show on the website, registrants will be able to add themselves to the waiting list if the event is full.
From the management platform
The following instructions describe how to manually add a contact to the waiting list from the management platform. You can only do this if the event is full.
- Open the Events menu.
- Find and select the event.
- From the toolbar, press Waiting List.
- Select the contact you would like to add. If the contact does not appear in the list, click New to create the contact in a new tab.
- Press Add to Waiting list.
Send an email to people on a waiting list
- Open the Events menu.
- Find and select the event.
- Click View Waiting List or select the Waiting List tab.
- Select the registrants you would like to email by ticking the checkbox in each row.
- Press Actions and select Send Email from the menu.
Send 'space available' notification
- Open the Events menu.
- Find and select the event.
- Click View waiting list in the message or select the Waiting list tab.
- Select the registrants you would like to email by ticking the checkbox in each row.
- Press Actions and select Send Place Available Notification from the menu. Note: This will only be sent if there are enough places available on the event. Website registrations must also be enabled for this notification to be sent.
Move a person up or down the waiting list
Changing the order of contacts in the waiting list will change the order in which space available notifications are sent if you have chosen for them to be sent automatically.
- Open the Events menu.
- Find and select the event.
- Click View waiting List in the message or select Waiting List tab.
- Select the registrant(s) you would like to move up or down on the list.
- Press Actions and select either Move to Top, Move Up, or Move Down. Note: Press Remove from List to remove a registrant.
Export waiting list
- Open the Events menu.
- Find and select the event.
- Click View Waiting List in the message or select Waiting List tab.
- Next to Actions, press Export What I See.
View events a contact is on the waiting list for
On a contacts home page, you can see the events that they are on the waiting list for, along with their current registrations and completed events. This is helpful when you need to see if they are already registered for the same event on a different date, and may need to remove them from the waiting list.
Edit the waiting list registration form
Learn how to edit the form that people fill out to join the waiting list for your events.