When creating events, you can define the event's capacity. The capacity is the number of people that will be allowed to register for the event before registration will be closed. Once an event is filled to capacity, a wait list option will automatically be displayed to the user. When a user signs up to be on the waiting list, he will provide his name and email address.
The Event Wait List option is very simple and was designed to remain simple. Often administrators expect that people on the waiting list will automatically be added to the event roster if a position comes available. They will not. Wait list members are to be used at the administrator's discretion however the administrator deems best.
Why didn't we make it more "automated"?
We considered several options for automating waiting lists, but ran into roadblocks for each of the following reasons:
- Some registrations are complicated and ask for quite a bit of information. It did not seem appropriate to ask for all of this information up front if the user is unlikely to get an actual registration. What happens if the registration requires payment? Do we then collect the payment information from the user?
- What do we do in the case that a user signed up for the wait list, potentially several days or even weeks ago, but is no longer interested in attending?
- If instead we determined we would notify members of the wait list when a spot became available, how would we do this? Should we notify the first member on the list and give them some amount of time to respond before we moved on to the next member? What if there were two spots available, then what?
For all these reasons (and others we have certainly not dreamed up yet) we determined that it would be best to leave the control with you, the administrator. You can decide who to contact if a spot becomes available. You can determine how often and when. The wait list is simply a list of people who have indicated their interest in the event. It is up to you what you do with that information.