Capacity and waiting list workflow

Running a full event well is a repeatable routine. This is that routine, from setting the capacity to closing the door.

1. Set the capacity honestly

On the event, Attendants → Available space:

• set the real number of places, or slightly fewer to keep a margin;
• leave it empty only if the event genuinely has no limit.

Then decide whether visitors should see it: Display remaining space shows the places left, or that the event is full. Enable it when scarcity is real and useful.

2. Word the button for a capacity event

An event with a capacity set uses the waiting list button label. Word it so it works whether or not the event is full — Request a place, Sign up — and let the remaining-places display carry the "how full" message.

See Custom button labels.

3. Enable the telephone field

Places are usually released close to the event, and email is often too slow. Enable Telephone in the Registration form tab so you can reach people quickly.

4. Say what a waiting list means

Because nothing is automatic, tell visitors in the introduction:

If the event is full you will join the waiting list. We contact people individually as places are released.

5. Watch the count

All Events, sorted by Event start date, shows the Assistants column with the confirmed count per event. That is your daily check: which events are filling, which are not.

6. Manage the waiting list

Whenever a place is released:

1. Open the event.
2. Take the top row of the Waiting list section.
3. Move it to attendants.
4. Contact the person immediately by email or telephone.
5. Give them a deadline to confirm.
6. Note that you contacted them, outside the plugin.

If they do not reply by the deadline, move them to cancelled and take the next one.

7. Handle cancellations

When an attendee withdraws:

1. Move their row to Cancelled — not delete; you may need the record.
2. Promote a waiting-list person into the released place.
3. Contact the promoted person.

Doing both in the same session is what keeps the confirmed count meaningful.

8. Re-check before the event

The day before:

• confirm the confirmed count matches the room;
• resolve every pending promotion;
• read the comments;
• export the door list.

9. On the day

Take the export, including the waiting-list section. If confirmed attendees do not arrive, you can admit people from it — which is the whole reason the list exists.

10. After the event

• Export again for your records.
• Note the no-show rate; it tells you whether to over-register next time.
• Note how many waiting-list people you could not accommodate; that tells you whether to find a bigger room.

Things the plugin will not do for you

Every one of those is a manual step somebody has to own. Name that person before the event opens.

Verify the whole routine once

1. Set a capacity of two on a test event.
2. Register three people from a private window.
3. Confirm the third is on the waiting list.
4. Cancel one confirmed registration.
5. Promote the waiting-list person.
6. Confirm the counts.
7. Export and confirm the file reflects the final state.