Managing Event Waitlists

Waitlists from the Admin Panel

1. In the admin panel, navigate to “Waitlists” under the “Events” tab. You will see a row for each student and waitlisted event combination. 

2. Click the eye icon for the student/ event combination you would like to view and manage. 
3. You will be brought to a new page that shows the additional waitlists the student has signed up for as well as the additional events the student is in. For this specific student and event combination, you can either choose to admit them or remove them. 

4. The predefined capacity limit is not taken into consideration when an admin manually admits a student from the waitlist. This means that if the attendance capacity was initially set to 10 for the event, and you manually admit one student from the waitlist when there are no open spots, you will effectively have 11 attendees at the event.

Waitlists as a student:

1. If a student wants to join an event that has already reached full capacity, the action button will read “Join Waitlist”

2. If the student is successfully admitted to the event by their program admin, the event will appear on their Learn page. 

When a spot opens up for an event that was previously full, it doesn't automatically become available to all students. Instead, the admin will need to go on the waitlist for the specific event to admit students. 

The flow is:

1. Admin Action: The event admin needs to navigate to the "Waitlist" section under the “Events” tab on the Admin panel.
2. Admission: In the waitlist section, the admin can see the list of students waiting to join. They then have the authority to select and admit specific students to the event.
3. Confirmation: Once admitted, the waitlisted student receives a notification confirming their spot in the event.
4. Learn Screen: The admitted student will find placeholder card (or cards, if it is a recurring event), ensuring they don't miss out on any important information.

Waitlists as a provider:

1. Providers can only view confirmed attendees to the event they are assigned to, meaning they have no visibility on waitlists. 
2. If an event has reached full capacity and the program admin admits students from the waitlist, all students will be visible to the provider in the event’s student list.