How to Manage a Waiting List Using "inscription validation " in the Registration Form

Use the “validate inscriptions” feature as an advanced system to manage a manual waiting list

Context

• You want more people to register for your event than will ultimately attend.
• Some attendees may confirm their attendance but then be unable to attend.
• You want complete control over registrations.

To achieve this, configure a registration form with "Attendee Validation":

Step 1: Activate Registration Validation

In Registration > Registration Form > Settings, activate the "Validate inscriptions" switch.

Step 2: Configure Automatic Emails

In Emails > Email Automation, it is essential that you prepare three types of automatic emails to manage communication with attendees at each stage:

1. Email Upon Registration (Application Received):

• When it's sent: Immediately after someone completes the form.
• Main message: Informs the attendee that their application has been received and is pending approval.

2. Email upon Validation (Confirmation of place):

• When it's sent: When you (the organizer) manually approve the attendee.
• Main message: Confirm that the attendee has their place.

Example: "Your registration is complete! You now have your spot for the event."

3. Email Upon Rejection (Cancellation):

• When it's sent: When you (the organizer) decline the registration.
• Main message: Inform that the registration has been cancelled or not accepted.
  
  Example: "Your registration request has been cancelled."

Operation and Management Flow 🔀

Let's look at an example of an event with a limit of 150 places.

Phase 1: Capacity is reached (Attendees 1 to 150)

• The first 150 attendees register.
• They all automatically receive the "Upon Registration" email (application received).
• As the organizer, you see their registrations as "Pending" and validate them manually.
• Each attendee you validate receives the "Validated" email (spot confirmed).
• At this point, you have 150 validated attendees and your event is full. 

Phase 2: Start the Waiting List (Attendee 151 onwards)

• The 151st attendee registers.
• Receive the "Upon Registration" email (application received).
• You see their registration as "Pending", but since the event is full, you do NOT validate it.
• This person (and all subsequent attendees) remain in "Pending" status. This is your waiting list. They will not receive an email confirming their registration until you offer them a spot.

Phase 3: Managing a Cancellation

• One of your 150 confirmed attendees contacts you (for example, by email) to let you know they can no longer attend.
• Find this attendee in your list and select the option to "Decline" their registration.
• This attendee automatically receives a "Declined" email (confirmed cancellation).
• At this time, one spot has become available. Your event capacity is now 149/150.

Phase 4: Assign the available space

• Go to your list of attendees in "Pending" status (your waitlist).
• Select the next attendee on the list and click Validate.
• This attendee on the waitlist will now receive the "Validated" email (confirmed spot).
• Your capacity is now at 150 validated attendees.