Waitlist Functionality – Turned ‘Off’
There is now a way to add Waiting Lists for events. It requires purchasing a licence for a reasonable price then configuring it for the website. It would also require some work to get it in line with our events and booking pages, but it is doable. If it doesn’t work properly we can get a refund…
Once an event is full, members could sign up for a waiting list and the site would automatically add you if there is a cancellation, and for each subsequent waiting list person, providing an email to confirm.
But, is this something we want? Any feedback is appreciated.
Jan 7th – (MTaki) – Waitlist Functionality was activated on Nov 19th on the KHC website by DSmith. A pilot was done using the out of the box functionality to see how it works and to determine what configuration changes/tweaks are required. We identified a few issues (see comments below) that will require some tweaks/configurations if we intend to use the functionality so for now the waitlist functionality on events is turned ‘off’ on the KHC website.
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I think the waitlist will save people time from constantly checking event postings for openings.
Can someone be on multiple waitlists for same day events?
Waitlist functionality would be awesome! It would help our club members and it would also help the club get some stats on how many members can’t join events because the events are full.
The waitlist is an absolutely fantastic idea!!
It’s a perfect tool to identify where the demand is. The ability to see where they interest lies is important for the hike leaders. I think it’s better than a survey.
We are testing the waitlist function for our events. You can sign up for the waitlist if an event is full and you will receive an email and then you have 12 hours to accept or decline the opening. We are going to pilot this for a few weeks to see how it works and what needs to be tweaked & configured. If you have any question please contact Monika/Doug
Is it possible to put back how many spots are available in the event listing ,on the home page, rather than having to click on the event itself to see??
When I configured and enabled the Waiting List bundle it resulted in an error from a bug which miscalculates the number of available spaces left. Rather than display a wrong number, I removed it. You can see the number of spaces left on the event page still though. That bug may be fixed in the next update. In the meantime, we have found one challenge with the Waiting List Trial.
We are able to display the ‘booked’ rather than ‘available’ spaces for an event and have now added this information to the website homepage and into the Event.
Removed ‘Waitling List – 6 spaces total from the Event. Revised the Waitlist information that appears when an event is full and the Waitlist functionality is activated.
You will see the waitlist functionality only when an event is full and only if you are not currently signed up for the event.
Waitlist would be greatly appreciated.
Tried the wait list feature late yesterday. Received email this morning telling me I have one hour left to accept. Can see a ‘cancel’ option but no ‘accept’ option. KHC bookings tells me “accepted wait list”. New email just received that says my 12 hour window is expired. What?? Recommend that 12 hour window be during normal daytime hours.
Hi Sandy, there is no setting ‘for normal daytime hours’. I actually turned off the Waitlist functionality for Katherine’s event as it’s a leader approved event l. I believe Katherine is adding the event bookings.
Hike Leaders – you’ll notice that if you ‘duplicate’ an event to create a new event the ‘Booked Spaces’ for the new event is incorrect until you add yourself to the event. For now we are just going to live with the oddity as there is a workaround.
Automatic Waitlist functionality is currently turned off for the following 2 Leader registration required events:
Waterton/Kananaskis Camp and Hike
Mount Robson Jasper Snowshoe Trip
Both events are ‘full’ and have a ‘manual Waitlist’ displayed in the event.
After we figure out a consistent approach/process for Leader registration event bookings we can determine if Waitlist functionality will work for them. It seems like some people register themselves & then send an email while others send an email and wait for the Leader to add them to the event.
Adjusting the event size and manually adding people created a bit of an issue with the booking process & Waitlist functionality so it was disabled for the two events.
The ‘Available Space’ calculation which impacts the event when it is first created whether it’s duplicated or created from scratch is a WordPress bug/issue.
The ‘Booked Spaces’ issue on new events corrects itself after the first booking is added (i.e. Hike Leader).
The ‘Available Space’ issue is also visible on some of the event booking emails that are sent to the Hike Leader.
Hike Leaders have the ability/access to turn off the waitlist functionality for their events and for now the default is on when an event is created.
While some of the out of the box Waitlist features work as expected the following issues have been observed during the pilot:
• Hike Leaders sometimes change the event booking size (in both regular & hike leader approved events) which totally interferes with the waitlist functionality.
• Waitlist functionality impacts the ‘Available Space’ calculation on events so we had to display ‘Booked’ spaces on our event listings.
• The event Booked/Size amounts display incorrectly for new events until a person (i.e. Hike Leader) is added to the event.
• The event Booked/Size amounts sometimes display incorrectly for non logged in club members on the website.
• When a spot becomes available for an event that has a waitlist the spots are not reserved/restricted for the waitlisted people. We’ve seen cases where people that were not on the waitlist were able to book into a waitlisted event.
• In order for a waitlisted person to book a spot for an event that has an available spot they need to first cancel their waitlisted spot and then register for the event which is a bit confusing.
For now, I have turned ‘off’ the waitlist functionality for Events in WordPress as the out of box functionality does not meet our needs.
If the club determines Waitlist functionality is needed some configuration/tweaks will need to be made to fix/address the above issues.