When a session is full, you can let people join a waitlist instead of turning them away. Joining is free. When a seat opens, the first person in line gets an email with a link that holds the seat for a limited time.
Turn the waitlist on
- Open Programs, choose the program, then open Sessions and add or edit a session.
- In Pricing, set a Limit (the number of seats), then tick Let visitors join a waitlist when this session is full.
- Optionally enter a Max waitlist size. Leave it empty for no limit.
- Save the session.
The waitlist only appears when every seat is taken. Seats include pending and confirmed registrations, plus any seat currently held for someone on the waitlist.
To choose how long a held seat waits, open Settings and the Waitlist tab, then set Hold an offered seat for (hours). The default is 48 hours.
What your customers see
When someone clicks Register on a full session that has a waitlist, a Join the waitlist form opens instead of the cart. A signed-in customer picks their saved students or types new names. A guest enters their name, email and optional phone. They get a confirmation email with their place in line.
Signed-in customers see their waitlists at the top of My course registrations, with their place in line and a Leave button.
When a seat opens
A seat opens when you cancel or archive a registration, remove a student from a registration, a partner cancels a booking, or you raise the session limit. The first person waiting is emailed a Claim your seat link, and the seat is held until the hold time runs out.
The link opens a page with the seat already in their cart. They finish the normal registration and pay as usual. A guest must use the email address the offer was sent to. A signed-in customer must be signed in as that client. Nobody else can take the held seat in the meantime. If they do not register in time, the offer expires, they get an email, and the seat goes to the next person.
Manage a waitlist
On the program's Sessions tab, click the waitlist button on a session row. It shows how many people are waiting. You can see each person's place in line, the client, and the status: Waiting, Offered, Claimed, Expired or Removed.
- Offer now offers a seat to a specific person, even if they are not first. If the session is full, its limit goes up by one so you are adding a seat for them.
- Remove takes someone off the waitlist. If they were holding a seat, it goes to the next person.
The Registrations card on the Educatify dashboard shows how many people are on waitlists for upcoming sessions.
Emails
You can edit three templates: Waitlist - Joined, Waitlist - Seat offered and Waitlist - Offer expired.