Waitlist emails being sent with event at over capacity.

Currently we have the event set at 25 registrants. We have manually added more than 25 due to issues with the wait list not working as we need it to. The issue is that even though the event is over capacity it still sends out emails to everyone on the waitlist that there is an opening. Can the email notification feature be adjusted so that it checks for an available space before sending emails? We add more registrants in this way so we can choose from the waitlist in order that they register on the waitlist to make it fair keeping the first come, first served method.

Normally, the system does not check capacity when registrants are added by administrator like that, basically, administrator can override the rule

When you add registrant like that, what's the status of the registration record? Do you also set it to Waiting List ?

Tuan

Yes the registrant is set to waiting list.

The root of the problem is that for our needs, we need to process the waiting list as first come, first served which you said you won't support.

My workaround is that I manually change registrants from the waitlist to a paid seat by allowing it to go over the set registration capacity. However, we often have to switch registrants for another registrant, since many agencies have already paid for the seat but have to send someone else other than the original registrant.

In order to prevent confusion, we add the new registrant to the seat and then cancel the original registrant since we have a check-in process. When we do this, it sends out an email that there is an opening when there actually isn't. Can we have an option to disable the notification, or have it check for overcapacity and only send a notification if there is an actual opening?

Hopefully, this makes sense, I know it is a little complex.

Hello

We can only disallow notification in this case. For this, please go to Events Booking -> Emails & Messages, find the subject of the email (Registrant Waiting List Notification Email Subject), empty that subject

Then email won't be sent anymore

Regards,

Tuan

Thank you Tuan I will give that a try.