Limited capacity workflow

An event with a fixed number of places needs three things configured together, and one routine while registrations arrive.

1. Set the capacity

Attendants → Available space: the number of places.

Decide whether to set the true capacity or slightly fewer, keeping a margin for guests and staff. Leaving it empty means no limit, which is not what this workflow is about.

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:

3. Show the remaining places

Display remaining space shows how many places are left, or that the event is full.

Enable it when scarcity is real: it converts. Leave it off when the number would discourage people — 186 places on an event expecting twenty tells visitors nobody is coming.

4. Enable the telephone field

Places are usually released close to the event, and email is often too slow. Registration form → Form fields → Telephone.

5. Explain the waiting list on the page

Nothing about the waiting list is automatic, so set expectations in the introduction:

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

6. Watch the count

All Events, sorted by Event start date, shows the confirmed count per event in the Assistants column. That is the daily check.

Two thresholds worth acting on:

• Nearly full — decide whether to open more places, move room, or let the waiting list build.
• Full — start managing the queue actively; see Waiting list workflow.

7. Manage releases

Every time a place is released:

1. Move the top waiting-list row to attendants.
2. Contact the person immediately.
3. Give them a deadline.
4. If they do not reply, move them to cancelled and take the next.

Nothing in that sequence happens on its own.

8. Changing the capacity

You can change it at any time.

• Increasing it does not promote anyone. Promote them yourself.
• Decreasing it below the current registrations removes nobody. Existing confirmed places stand.

The plugin never withdraws a place someone already has.

9. Before the event

• Confirm the confirmed count matches the room.
• Resolve every pending promotion.
• Read the comments.
• Export the door list — including the waiting list, in case confirmed attendees do not arrive.

10. Afterwards

Record two numbers that decide your next edition:

• the no-show rate, which tells you whether to over-register;
• how many waiting-list people you could not accommodate, which tells you whether to find a bigger room.

Neither is calculated for you. Both come from your exports.

What is not enforced