Waitlist functionality is currently in Beta stage. It is optional to enable, and could contain bugs and various other issues. If you encounter anything unusual when using this feature, please reach out to Support to resolve ASAP!
The waitlist feature automatically manages overflow registration for your events. When an event reaches maximum capacity, fencers can join a waitlist and are automatically promoted when spots become available.
Additionally, you can choose to promote people beyond your event's stated maximum capacity if you so choose. This allows you to ensure certain fencers are promoted in the order you prefer, if you wish to do so.
Currently, waitlist functionality does not work for events that require online payments for valid registrations. Making payments required will disable all waitlists on all events inside that tournament. Waitlists do work for events where online payments are available but optional.
How It Works
Automatic Activation
The waitlist feature is optionally enable-able for any event where you set a "Max Number of Allowed Registrations" value greater than zero.
No additional configuration is required.
Automatic Promotion
When spots become available in your event:
The system automatically promotes the first person on the waitlist
A registration is created for them.
They receive an email notification
This happens in the background without your intervention
Spots become available when:
A fencer withdraws from the event
You increase the "Max Number of Allowed Registrations" capacity
A registration expires automatically
You remove a registration
Viewing the Waitlist
From the Preregistrations Page
Navigate to Bout Committee > Your Tournament > Preregistrations
Next to each event name, you'll see the waitlist count
Example: "Event Name (15 waitlist entries)"
Click the waitlist count link to view details
Waitlist Details Page
The waitlist page shows:
Event capacity: Current registrations vs. maximum
Available spots: How many spots can be filled from waitlist
Ordered list of all waitlist entries:
Position in queue (#1, #2, etc.)
Fencer name and details
Time joined the waitlist
Action buttons (Promote, Remove)
Managing Waitlist Entries
Manual Promotion
While automatic promotion usually handles everything, you can manually promote entries:
When to Use:
You want to prioritize a specific fencer
You're making manual adjustments to capacity
You want to control timing of promotions
How to Promote:
Navigate to the waitlist page for the event
Find the entry you want to promote
Click "Promote" button
The fencer is immediately registered and notified by email
Important: Manual promotion works at any time, even if the event is at or above your stated maximum capacity. This gives you flexibility to skip the pre-defined waitlist order by first adding someone beyond the event's capacity, and then removing a registration, brining capacity back down to your desired number. This would result in no automatic promotions.
Removing Entries
You may need to remove waitlist entries if:
The fencer no longer qualifies for the event
You're making corrections to the waitlist
The fencer requested removal (though they can do this themselves)
How to Remove:
Navigate to the waitlist page for the event
Find the entry to remove
Click "Remove" button
The waitlist entry is removed (no email sent)
Note: Removing an entry does not notify the fencer. Consider sending them a message if this affects their plans.
Sending Messages To Waitlist Fencers
If you have anyone in an active waitlist, you'll see a "Message the Waitlists" link in the "Messaging" box. This allows you to send a bulk announcement message to all fencers on the waitlist that have an associated User attached. This functions essentially the same way as the other bulk messaging processes, except for every fencer on every waitlist for your event.
Note: This message will go to everyone on ANY waitlist - every event's waitlist will be messaged as a part of this. It is not currently possible to separately message individual event waitlists.
Understanding the Queue
FIFO (First-In-First-Out)
The waitlist processes entries in the order they joined:
First person to join = Position #1
Second person to join = Position #2
And so on...
When a spot opens, position #1 is promoted, position #2 becomes #1, etc.
Automatic Positioning
The system automatically:
Assigns positions based on waitlist join time
Updates positions when people are promoted or removed
Maintains queue order
You cannot manually reorder the waitlist—it's strictly first-come, first-served.
Capacity Management
Increasing Capacity
This is what happens when you increase an event's maximum capacity:
Update the event settings
Save the changes
Waitlist entries are promoted to fill new spots
Promoted fencers receive emails
Example:
Event capacity: 32, currently 32 registered, 5 on waitlist
You increase capacity to 40
System automatically promotes first 8 people from waitlist
Now: 40 registered, 0 on waitlist (only 5 were waiting)
Decreasing Capacity
If you decrease the event's maximum capacity:
Existing registrations are not affected (grandfathered in)
You may end up with more registrations than the new maximum capacity should allow.
No automatic removals happen
Waitlist promotions stop until capacity is under the limit again
Best Practice: Avoid decreasing capacity after registration has opened.
Email Notifications
The system automatically sends emails to fencers:
When They Join the Waitlist
Confirmation email
Includes their position in queue
Provides event and tournament details
When They're Promoted
Promotion notification email
Registration confirmation
Payment instructions (if tournament allows online payment)
You don't need to send these emails manually—the system handles it automatically.
Common Scenarios
Scenario 1: Event Fills Up During Registration
What Happens:
Event reaches max capacity (e.g., 32/32)
Next fencer to try registering sees "Join Waitlist" button
They join and become position #1
If someone drops, position #1 is auto-promoted
Your Action: Monitor the waitlist and consider increasing capacity if demand is high.
Scenario 2: Bulk Cancellations
What Happens:
Multiple fencers drop from your event
System processes waitlist for each cancellation
First N entries are promoted (where N = spots opened)
All promoted fencers receive emails
Your Action: None required—automatic promotion handles it. Just monitor your registration numbers.
Scenario 3: Last-Minute Changes
What Happens:
Week before tournament, you get a larger venue
You increase "Max Number of Allowed Registrations" from 32 to 48
System auto-promotes 16 fencers from waitlist
They all get notified and have time to pay/prepare
Your Action: Increase capacity in event settings, system does the rest.
Scenario 4: Manual Override
What Happens:
You need to register a specific fencer who's not on waitlist
Event is full with waitlist entries
You use Bulk Registration and click the "Override any registration restrictions" checkbox.
The fencer is now registered regardless of waitlist and maximum capacity.
Scenario 5: Manual Override
What Happens:
You need to promote a specific fencer who is on the waitlist, but not near the top.
Event is full with waitlist entries
Click the "Promote" button next to this fencer's name and confirm the modal popup explaining that this will make the event over capacity.
The fencer is now promoted and registered regardless of waitlist and maximum capacity.
FAQ
Can I reorder the waitlist?
No. The waitlist is strictly first-come, first-served to maintain fairness. Automatic promotions will happen in this order. However, you can manually promote fencers out of order if you so desire.
Can fencers see their waitlist position?
Yes, they can see their current position on the tournament page and in their dashboard.
What happens to the waitlist if I cancel the event?
Waitlist entries are deleted when the event is deleted. No automatic notifications are sent, so consider messaging waitlisted fencers separately before cancelation.
Can I disable the waitlist for an event?
Yes, simply disable the waitlist configuration on the event edit page.
Do promoted fencers bypass payment requirements?
Waitlists do not function on tournaments with payment requirements. However, tournaments where payment is optional can have waitlists, and fencers promoted can subsequently pay for the tournament if they so desire. The email sent to these fencers includes payment instructions if applicable.
Do promoted fencers bypass other registration requirements?
No. To join a waitlist, the fencer must first meet all requirements for the event they are waitlisting for. And then, to be promoted, the fencer must also still meet registration requirements at the time of promotion.