Managing wait lists

Wait listing is a strategy that helps you manage events by allowing registrants the opportunity to sign up for currently unavailable functions. In order to use wait listing, the Enable Function Wait Lists option must be enabled on the Event System Preferences window (from Events, select Set up module, and click Preferences).

The wait list option is triggered when function registrations exceed a function's maximum attendance limit. A message displays when a function's maximum attendance limit is exceeded, allowing you to add registrants to a wait list.

When a function becomes available, you have the option of manually choosing attendees on the wait list. You must enable the Choose from Wait List for opening option on the Event System Preferences window if you want to select registrants manually. If this option is not enabled, iMIS automatically selects the registrants in chronological order from the wait list and registers them for the function when and if it becomes available.

Functions become available when one of the following occurs:

  • A function's maximum attendance limit is increased.
  • A registrant is un-registered for a function with a wait list.
  • A registration that includes a wait-listed function is cancelled.

To place a registrant on a wait list

  1. From Events, select Register a customer to open the Register a customer window.
  2. Find an event registration.
  3. Click Edit.
  4. Double-click a function. If the maximum attendance for the function has been reached, a message displays asking whether you wish to add the attendee to the wait list.
  5. Click Yes to add the registrant to the wait list. The function will display with an “*” to the left of the function title.
  6. Click Save to update the registration order.

To view wait lists

  1. From Events, select Define an event to open the Define an event window.
  2. Double-click an event to open it in the Define an event window.
  3. Double-click an event function to open the Event Function Detail window.
  4. Click More, and select Roster to open the Function Roster window and view the registrants on the wait list.

To create a wait list report

The Function Roster can be cloned, and new search criteria can be added to create either a Function Roster that includes wait list registrants or a Function Roster listing only wait list registrants.

  1. Select Utilities > Report Specs to open the Report Specifications window.
  2. Select MEETING - Rosters - Function Roster.
  3. Click Clone.
  4. Tab to the Title, and change the title, for example, Function Roster Including Wait List Registrants.
  5. Click Parameters to open the Detail Reports Parameters window.
  6. Place your cursor in the Search field.
  7. Update the search criteria to read as follows:
    8. Order_Lines.QUANTITY_ORDERED>0 or Order_Lines.QUANTITY_BACKORDERED>0 or Orders.STATUS like 'C%'
  8. Click Save.

To increase a function's maximum attendance limit

Use the following steps to increase a function's maximum attendance limit.

  1. From Events, select Define an event to open the Define an event window.
  2. Double-click an event to open it in the Define an event window.
  3. Select the event function for which you want to increase the maximum attendance limit.
  4. Click Edit to the right of the list of event functions to open the Event Function Detail window.
  5. Increase the number in the Maximum field.
  6. Click Save. When there is a wait list for this function, a message displays alerting you that you have increased the max allowed, and asking if you want the system to enroll as many as it can.
  7. Click Yes to increase the maximum allowed.
  8. Click Save.

Note: Increasing a function's Maximum attendance limit will enroll registrants automatically from a wait list regardless of whether the Choose from Wait List for opening option is enabled or disabled on the Event System Preferences window (from Events, select Set up module, and click Preferences).

To cancel a registration and add an attendee from a wait list

Use the following procedure when the Choose from Wait List for opening option on the Event System Preferences window is enabled:

  1. From Events, select Register a customer to open the Register a customer window.
  2. Find the registration you want to cancel that contains the wait-listed function.
  3. Click Delete. A system message prompts you to verify the cancellation of the registrant.
  4. Click Yes to cancel the registration and display the Wait List window.
  5. Double-click the attendee that you want to attend the function. A '>' appears to the left of the attendee's name.
  6. Click OK.

Use the following procedure when the Choose from Wait List for opening option on the Event System Preferences window is disabled:

  1. From Events, select Register a customer to open the Register a customer window.
  2. Find the registration you want to cancel that contains the wait-listed function.
  3. Click Delete. A system message prompts you to verify the cancellation of the registrant.
  4. Click Yes to cancel the registration, and iMIS will register the first wait-listed attendee on the list.

To remove a wait-listed registrant from a wait list

You can use this process to remove an attendee from a wait list.

  1. From Events, select Register a customer to open the Register a customer window.
  2. Find the registration for the attendee you want to remove from a wait list.
  3. Click Edit.
  4. Double-click the wait-listed function which is marked with an ' *.' A system message prompts you to verify the removal of the attendee from the wait list.
  5. Click Yes to remove the attendee from the wait list.
  6. Click Save.

Note: If the registrant decides to sign up for this function later, and the function is not available at the time of ordering, you can place the attendee on the wait list again.