INTRODUCTION
Feature Summary: Create and configure an event waitlist.
Use Cases: The waitlist feature lets members/players join a full event if a spot opens up. System users can customize how CourtReserve auto-adds a member/player from the waitlist. A manual add option is also available.
Module 2 is an eleven-part quick-start guide highlighting the key steps admins should complete when creating events and leagues for pickleball players. This article is Part 4.
Part 4: Create a Pickleball Waitlist
CONTENTS
Click a link to jump to a section in this article.
SETUP REQUIREMENTS
Waitlists work in tandem with the Max Registrants field. The first step is to set the maximum number of registrants for the event.
Log in to the admin dashboard.
Create an event or update an existing one.
Go to the Max Registrants field.
Enter a number.
Click Save changes
The Max Registrants field stops members/players from registering once the number of event registrants reaches this number. For multi-date events, this number stops members/players from registering when at least one event date is at capacity.
System users can override this maximum capacity for specific dates and register members/players beyond the specified capacity.
Creating a waitlist
CourtReserve displays the waitlist tool after the system user enters a number (greater than zero) in the Max Registrants field. To enable the waitlist tool, check the Allow Waitlist box.
Auto-add options
If the Waitlist feature is enabled and an event spot opens up, CourtReserve uses one of two invitation systems to fill the open spot.
Option 1 - Default Waitlist Registration (first-come, first-served)
Check the Allow Waitlist box, but not the Auto Register From Waitlist box
When a registered player withdraws from the event, CourtReserve sends a notification email to all waitlisted members/players simultaneously. The first player who responds and registers gets the open spot.
Option 2 - Auto Registrations (start at the top of the list)
Check the Allow Waitlist box and the Auto Register From Waitlist box.
When an event spot becomes available, CourtReserve automatically registers the first name on the waitlist. The registered person is sent a notification but does not have to respond to be registered/confirmed.
Auto Register from Waitlist is currently only supported for single-date events.
| Option 1 | Option 2 |
Name | Default Waitlist Registration | Auto Registration |
Allow Waitlist box | Checked | Checked |
Auto Register From Waitlist box | Not checked | Checked |
Enrollment | First come, first serve. | CourtReserve auto-registers the name at the top of the waiting list. |
Notifications | Send a message to all members/players on the waitlist. | Send a message to auto-registered members/players on the waitlist. |
Auto Register hidden fields
If you enable Auto Register From Waitlist, CourtReserve displays several hidden fields that let you customize detailed settings.
Prevent Auto Registration X Hours Before Event
If you enter a number, CourtReserve disables the Auto Registration system (start at the top of the list) X hours before the event starts and switches to the first come, first served system. X hours before the event starts, CourtReserve sends out a notification to the players on the waitlists if event spots are open. The first player to finalize their registration gets in.
Auto Charge if Payment Profile Exists
Check this box to automatically process the event payment when a waitlist player is auto-registered. The payment is processed if the player has a credit card or e-check account on their player profile.
Allow Family members to be individually Registered
If this box is not checked (the default setting), the auto-register tool waits until there are enough open spots for every family member on the waitlist. For instance, if there are three people from one family on a waitlist, none of them can be auto-registered until three event spots open up. If the box is checked, each member of a family is treated as an individual player.
Manually adding players to waitlists
If the waitlist feature is enabled, system users can manually add players to the waitlist.
The Waitlist tabs and buttons display only after the event registration fills up.
Log in to the admin dashboard.
Click Events > List on the side menu.
Locate the event to update and click the row.
A new table displays tabs and buttons.
Click the Waitlist tab and then the Add to Waitlist button. The waitlist page displays.
Scroll down to the Select Player(s) You Want to Add to Waitlist heading.
Click the View All Members link
Locate a name and click the green Add to Waitlist button.
Click Save.
Back on the Events page, CourtReserve adds the name to the waitlist.
Enabling online registration
Members can add themselves to the waitlist on the member portal if:
they match the registration criteria for the event, and
the event creator enables the Allow Online Registrations option (see screenshot below).
FEATURE USAGE - USERS' PERSPECTIVE
To join a waitlist, the member should:
Log in to the member portal.
Find the event on the calendar.
Click the DETAILS button. A new page displays and shows Join Waitlist button.
Optionally, players can go to the member portal menu and click Events > List. Click the JOIN WAITLIST button and then SAVE on the confirmation window.
Withdrawing
To remove themselves from the waitlist, the player finds the event on the member portal, clicks the UNSUBSCRIBE FROM WAITLIST button, and then clicks WITHDRAW on the confirmation window.
VIDEO TRAINING & RELATED WEBINARS
CLICK HERE to watch the section of Module 2's video that covers the information in this article.
Watch the entire Module 2 video to learn about event and league management.