You now have the ability to send a registration link to customers on the waitlist if you'd like to invite them to register for an available spot in the activity!
Navigate to your Upcoming calendar and click into a roster. Click on the Waitlisted tab.
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- Find the student and click on the three dots to the right. A new option you will see in the menu dropdown is Invite to Register.
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- Clicking this option will send an email to your customer notifying them that availability has opened up in the activity they are waitlisted for. The email will also include a link that will navigate them to the registration page for the activity.
- Important to note - a spot will need to be available for you to use 'Invite to Register' functionality. You can either increase the capacity or a spot has become available after someone has canceled. If there are no spots available, your waitlisted customer will not be able to register.
- Clicking this option will send an email to your customer notifying them that availability has opened up in the activity they are waitlisted for. The email will also include a link that will navigate them to the registration page for the activity.
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- After clicking in Invite to Register, you will see a confirmation pop-up letting you know the invitation email has been sent:
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- Here’s what the email that your customer receives looks like:
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Email subject line: [Activity Name] is now available — book your spot before it’s gone!
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Email subject line: [Activity Name] is now available — book your spot before it’s gone!
- When the customer clicks Register Now they will be navigated to the registration page for this activity, and if a spot is still available, they will be able to register.
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Important to note:
- Registration links will allow the customer to register for whatever activity sessions have availability, not just the activity session that they were invited to register for.
- This does not allow an activity session to be filled over capacity.
- If you choose to send registration invitations to multiple customers on the waitlist, spot availability will be first come first served. If another invited customer books an available spot first, the invite link will not allow another customer to book the spot.
- Registration links are not unique to the customer’s account. If the customer shares the link with someone else, anyone with the link will be able to register for the available activity spot.
- If "Close registrations when a waitlist is available" setting (found in Waitlists Settings) is toggled OFF, the public will be able to register for open spots as well, not just waitlisted customers that have been sent invitations to register.
- Currently, you are unable to view which customers have been sent an invite link
- If a customer navigates away from the linked registration page, and uses the back button to return, they will continue to have registration access. However, if they navigate away, then return to the registration page via the widget or Marketplace, they will not have access. But don't worry! If the customer clicks the link from the invitation email again, they will regain access.
Removal from waitlist when registered
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In all registration scenarios, customers are automatically removed from waitlists when they have been added to that activity session’s roster.
- There is one exception to this functionality:
- If a customer is waitlisted for a full semester and they are added to the roster for one instance, they will remain on the waitlist for the full semester.