How to Enable Waitlists

Learn how to enable waitlists for events and classes. When events/classes are full, customers can join the waitlist, and you can promote them to active registration when spots become available.

Before You Begin

• You must be logged in to your account at https://app.joinzipper.com
• You need permission to manage schedules (typically organization owners and admins have this permission)
• An event or class to configure
• Capacity limit set (waitlists require capacity limits)

Steps

Step 1: Navigate to Event or Class

1. Log in to your account at https://app.joinzipper.com/auth/login
2. From the dashboard, click Calendar in the left sidebar
3. Find the event or class you want to configure:
   • Browse your calendar
   • Or go to Events or Classes and find it
4. Click on the event or class to open it

What happens next: You’ll see the event or class edit page.

Step 2: Find Registration Section

1. On the edit page, find the Registration section
2. This section contains:
   • Registration form settings
   • Capacity limits
   • Waitlist settings
   • Other registration options

Note: Waitlist settings are typically in the Registration section.

Step 3: Set Capacity Limit

1. Set maximum capacity (required for waitlists):
   • Enter maximum number of registrations
   • Example: 20 means 20 customers can register
   • Waitlists require capacity limits to be set

Important: You must set a capacity limit before enabling waitlists.

Step 4: Enable Waitlist

1. In the Registration section, find Waitlist option
2. Toggle Waitlist to On:
   • Enable the waitlist feature
   • When event/class is full, customers can join waitlist
   • Waitlist becomes active

Note: Enabling waitlist allows customers to register even when the event/class is full.

Step 5: (Optional) Set Maximum Waitlist Size

1. Set maximum waitlist size (if available):

   • Enter maximum number of customers on waitlist
   • Example: 10 means maximum 10 customers on waitlist
   • Leave empty or unlimited if you don’t want a limit

2. How it works:

   • When waitlist reaches maximum size, no more customers can join
   • Or waitlist can be unlimited (no maximum)

Note: Maximum waitlist size helps you control waitlist length.

Step 6: Save Changes

1. Review your waitlist settings:
   • Capacity limit is set
   • Waitlist is enabled
   • Maximum waitlist size is set (if desired)
2. Click Save or Save Changes
   • Waitlist settings will be saved
   • You’ll see a confirmation
3. Waitlist will be active immediately

What happens next: Waitlists will be enabled and:

• Customers can join waitlist when event/class is full
• You can promote customers from waitlist when spots open
• Waitlist is visible in event/class management
• Customers are notified when promoted

How Waitlists Work

When waitlists are enabled:

1. Event/Class is full:

   • New customers can’t register normally
   • Customers can join waitlist instead
   • Waitlist captures interest

2. When someone cancels:

   • Spot becomes available
   • You can promote customers from waitlist
   • First customer on waitlist typically gets promoted first

3. Promoting customers:

   • Select customer from waitlist
   • Click Promote
   • Customer moves to active registration
   • Customer is notified

4. Waitlist cancellations:

   • Always refunded automatically
   • Regardless of refund policy window
   • Because waitlisted customers never got a spot

Tips

• Enable waitlists to capture interest when events/classes are full
• Promote customers promptly when spots become available
• Use first-come-first-served order for fairness
• Reorder waitlist if you have priority customers
• Monitor waitlist to understand demand

Troubleshooting

Problem: I can’t enable waitlist Solution: Check that:

• Capacity limit is set (required for waitlists)
• You’re editing the Registration section
• Waitlist feature is available

Solution: Set a capacity limit first, then enable waitlist. Make sure you’re editing the Registration section.

Problem: Customers can’t join waitlist Solution: Check that:

• Waitlist is enabled
• Event/class has reached capacity
• Maximum waitlist size hasn’t been reached (if set)

Solution: Verify waitlist is enabled and event/class is actually full. Check maximum waitlist size if set.

Problem: Waitlist isn’t showing customers Solution: Check that:

• Customers have joined the waitlist
  • Event/class is full
  • Waitlist is enabled
  • You’re viewing the correct event/class

Solution: Verify waitlist is enabled and customers have actually joined. Check that event/class is full.

Problem: I can’t promote customers from waitlist Solution: Check that:

• There are available spots in the event/class
• Customer is on the waitlist
• You have permission to manage schedules

Solution: Verify event/class has available spots and customer is on waitlist. Check permissions if needed.