How to Move Participants Off of a Waitlist

If you have a waitlist and are now ready to move participants into the event, follow the steps below. If you are looking for information on setting up a waitlist, please visit this page.

Ways to Move Participants Off the Waitlist

When setting up a waitlist, you have two options for how participants are moved into the event:

1. Manually – You control when participants are moved. 

2. Automatically – The system moves participants when a spot becomes available.

Manually Using the Process Waitlist Tool

The Process Waitlist tool allows you to move participants off the waitlist in bulk. This will charge and move all participants in the selected waitlist(s) up until any field limits are reached. Upon completion, you will receive an email summarizing the number of successful and failed charges.

In the event of failed charge(s), you can manually move a participant into their respective category and contact them directly to arrange payment.

Note: To move participants into a full category, you will need to raise that category's field limit first.

Steps to Use the Process Waitlist Tool

1. Navigate to Registration Data > Process Waitlists.

2. View the Waitlist categories, including a list of participants registered for each and the field limit for the non-waitlist category.

3. Select which categories you want to process the waitlists for.

4. Enter a credit card grace period time (in hours).

5. Click Preview Charges to see a list of participants being charged or skip to step 6.

6. Click Accept and Charge Participants.

7. Confirm by clicking OK.

This tool provides a streamlined way to manage your waitlist efficiently, especially for larger events.

Manually Move Participants Off the Waitlist Using Edit/Search Registrations

1. Navigate to Registration Data > Edit/Search Registrations

2. Use the Search Criteria field to find the participant.

   • You can also expand Additional Search Criteria and select Show All Waitlists to view all waitlisted participants.

3. Once you locate the participant:

   • Click Charge to move them into the event and process payment.

   • OR click the three dots next to Charge, select Move into Category, and confirm by clicking OK.                                                                                   

4. The participant will receive a confirmation email once they are moved.

5. If multiple spots are available, you will see a Charge All option to move multiple participants at once.

Note: You can move participants into the event even if the field limit has been reached.

Automatically Move Participants off the Waitlist

If you selected the option to ‘Automatically move participants,' then you can sit back and relax. If a spot opens up, our system will automatically move the next participant into the event and charge them.

Note: If you decide you want to move additional participants into a category even if the participant limit is reached, follow the steps above on how to manually move participants off the waitlist.