When the event is full: the waitlist
The last spot is gone and more golfers want in. Here is what a golfer sees, how they join the waitlist, and how you let one of them in when a spot opens.
Quick answer. When every spot is taken, the sign-up page tells the next golfer "Registration is full" and offers Join Waitlist. You see the waiting golfers in the Event Registration box on the event page. When a spot opens, press Promote beside a name. Raising the number of spots does not let anyone in by itself.
Who can do this: an Admin. This was walked as an Admin. We did not walk it as an Organizer.
Web only. This article covers the web pages. We did not check the phone app.
Before you start
The event needs a number of spots. With Unlimited spots there is nothing to fill and no waitlist. The Event Registration box says how many spots are filled, such as "2 of 2 spots filled".
The steps
- Read the registration box. On the event page, look at Event Registration. When the field is full it says WAITLIST OPEN and "2 of 2 spots filled. The field is full. Players can join the waitlist."
- See who is waiting. Press Manage registration. The Waitlist table shows "1 on waitlist" with the columns #, NAME, JOINED and STATUS, and a Promote and a Remove button beside each name. A waiting golfer's status is Waiting.
- Open a spot. Press Edit capacity, change the number of spots, and press Save settings. In our walk the box then said OPEN and "2 of 3 spots filled".
- Let the golfer in. Press Promote beside the name. The page asks "Promote Ida Brandt into the event? They'll be notified automatically." Press Promote, or Cancel.
- Read the result. The box said "3 of 3 spots filled" and WAITLIST OPEN again, and the waitlist said "No players are on the waitlist yet."
What a golfer sees
A golfer who opens the sign-up page of a full event reads "Registration is full" and "You can join the waitlist." with a Join Waitlist button. After they press it the page says "You're on the Waitlist" and "Check back on the event page for updates." It also says the club will contact them if a spot opens.
What you should see
Before we raised the spots, Promote was greyed out with the words "No spots open". After we raised them, the golfer still said Waiting and Promote was live. Nobody was let in until we pressed it.
If it goes wrong
- I raised the spots and nobody came off the waitlist. That is how it works. Press Promote beside each name.
- Promote is greyed out. The words beside it say "No spots open". Raise the number of spots.
- A golfer is on the waitlist and shouldn't be. Each name has a Remove button. We did not press it.
- A golfer says the page told them "The waitlist is full." There is a limit on the waitlist, and Edit settings is where it lives. We did not reach that limit.
- I promoted a golfer and they got no email. The page says "They'll be notified automatically." We did not check the email itself.
- A golfer added after the groups were made is in no group. See Someone is missing from the group.
- I want to add someone straight to the field. Use the Field page, not the waitlist. See Build the field.
Director's tip
Raise the spots and promote in the same minute, and promote in the order of the JOINED column. That way the golfer who asked first gets the call first.
Related
Still stuck?
Email support@back9ops.com and tell us the event's name, the golfer's name and what the page says.
Still stuck?
Email support@back9ops.com and tell us what you were trying to do. It helps to include the event or league name and what kind of phone or computer you are on.
The latest version is always at https://app.back9ops.com/help/run-an-event/when-the-event-is-full