Waiting list emails sent beyond capacity and after event date

Hi!

When the maximum capacity for an event is set to 100, the people on the waiting list wil only get an e-mail that they can get a ticket when participant 100 cancels, right? I have a client that says that the waiting list email was sent beyond capacity. Could it be some misconfiguration on my side?

Furthermore, my client says that the waiting list email has been sent after the event date, when she manually deleted two participants from the list. This was confirmed by a participant. Can this have something to do with the manual removal of the participants?

I hope you can shine some light on this.

Best wishes,

Jolande

Hi Jolande

1. The waiting list users will receive notification email when someone cancels the registration for that event (not necessary the 100th registrant). I don't understand the issue "waiting list email was sent beyond capacity". Could you please explain more details about it?

2. I think the that's a valid issue. The email might be sent if admin delete a registrant. I will check and correct that issue in next release of the extension

Regards,

Tuan

Hi Tuan,

I asked my client for some further details. This is the reply:

For an online meeting we had capacity for 25 persons and the meeting was set for 25. We had 1 extra guest so we got 26 persons on the list, but not on the capacity list. From these 26, 1 cancelled and we were back at our capacity from 25, but stil the waiting list got an email that they could get a ticket for the meeting although the capacity was reached.

And furthermore:

The capacity voor the event on May 11 is 25. I just manually cancelled one person on the list. The waiting list email was sent automatically. Now 3 persons got a ticket and do we have 27 participants but the capacity is 25? Do you know how this is possible?

Thanks so much in advance for your reply (and also for your reply on question # 2!),

Jolande

Hi Jolande

Could you please check to see if these 3 extra persons registered for the place almost at the same time? is the event free or paid event?

If they register almost at the same time, the system still could not handle this case, and Yes, over booking could happen

Maybe you should disable sending notification email automatically (currently, it sends email to all waiting list users, so there could be over booking)

Instead, when someone cancels registration, you will contact the registrants from waiting list manually and ask them to join?

Tuan

Hi Tuan,
I have had exactly the same issue described - A registrant has advised that she got an email last night (July 7) to say a place was now available on a course that had taken place the previous day, i.e. Monday 6 July?

Coincidentally, I had gone in late yesterday afternoon and cancelled two registrants on that previous day. I believed when an administrator cancels someone manually, no email should go out not to mention the day after a course. Can you clarify please.

This is actually un-usual process and Yes, I did not think about this case. In many cases, registration is still allowed even after event started, so I'm hesitate to make change to the code right now

You can make a small edit yourself to prevent this issue from happening. Open the file administrator/components/com_eventbooking/model/registrant.php, remove these lines of code:

That would prevent the email from being sent for now.