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Control event registration and the waitlist

Admin Coordinator

This guide covers the admin controls for event registration and the waitlist. For user-facing instructions on signing up for events, see Join the Waitlist. For configuring registration windows and tiers, see Configure Timed & Tiered Signup. For setting up initial capacity and enabling the waitlist when creating an event, see Create and run concession stand events.

Access Registration Management​

  1. Sign in with a Coordinator or Admin account.
  2. Navigate to Events and click the event.
  3. Click the Registration tab.

View Current Registrations​

The Registered section lists all families or individuals who have successfully signed up:

ColumnDescription
NameFamily or worker name
Registration TimeWhen they signed up
StandStand they registered for (if applicable)
StatusRegistered, Waitlisted, Cancelled
SourceSelf-registered or Admin-assigned

Use the Search bar to find a specific registrant.

View the Waitlist​

The Waitlist section lists registrants who are waiting for a spot.

  • Entries are ordered by registration time (first in, first out by default).
  • Each entry shows: name, time joined, and current position.

To re-sort or manually reorder the waitlist, see Reorder the Waitlist below.

Manually Promote a Waitlisted Entry​

To move someone from the waitlist to a confirmed registration:

  1. In the Waitlist section, find the entry.
  2. Click Promote.
  3. Confirm.

The entry moves to the Registered section with a status of Registered. If the event was at capacity, this increases the effective capacity by one slot; review capacity settings if necessary.

note

Manual promotion bypasses capacity limits. Use this only for intentional exceptions.

Remove a Registration​

To cancel a confirmed registration:

  1. In the Registered section, find the entry.
  2. Click Remove.
  3. Confirm.

If a waitlist exists, the first waitlisted person is automatically promoted unless auto-promotion is disabled.

To remove a waitlist entry:

  1. In the Waitlist section, find the entry.
  2. Click Remove.
  3. Confirm.

The entry is removed and waitlist positions update accordingly.

Reorder the Waitlist​

By default, the waitlist is first-in, first-out. To manually change the order:

  1. In the Waitlist section, click Edit Order.
  2. Drag entries to the desired position.
  3. Click Save Order.
warning

Changing the waitlist order affects who gets automatically promoted next. Use this sparingly and document the reason (e.g., in the event notes) for transparency.

Enable or Disable Auto-Promotion​

Auto-promotion automatically moves the top waitlisted person into a confirmed spot when a registration is cancelled.

  1. On the Registration tab, find the Auto-Promote Waitlist toggle.
  2. Toggle to On to enable auto-promotion (default).
  3. Toggle to Off to disable it. When off, you must manually promote waitlisted entries.

Adjust Registration Capacity​

To change the maximum number of registrations for an event:

  1. On the Registration tab, find the Capacity field.
  2. Update the number.
  3. Click Save.

Increasing capacity may immediately trigger auto-promotion for waitlisted entries if the waitlist is non-empty.

tip

If you increase capacity mid-registration, waitlisted members are promoted automatically (if auto-promotion is enabled). They receive a notification confirming their promoted status.

Close Registration Early​

To stop accepting new registrations before the scheduled window closes:

  1. On the Registration tab, toggle Enable Registration to Off.
  2. Existing registrations are preserved. The Sign Up button is hidden from users.

Re-enable registration at any time by toggling it back on.

Export the Registration List​

  1. On the Registration tab, click Export.
  2. Choose CSV or PDF.
  3. The export includes all registered workers and waitlisted entries with their timestamps.

Next Steps​