Managing Event Waitlists

Overview

Waitlists help you manage demand for popular events when space is limited. When a session reaches capacity, learners can join a waitlist instead of being turned away. If a space becomes available—through cancellation or increased capacity—Learn Amp automatically enrols the next person on the waitlist.

This ensures:

• No wasted spaces when cancellations occur

• Fair, first-come-first-served allocation

• Learners stay informed about their waitlist status

• Minimal administrative overhead

Pre-requisites

Before using waitlists:

• The Events feature must be enabled for your company

• Sessions must have limited capacity enabled

• Sessions must allow some form of self-enrolment

Role Requirements

Quick Start Guide

1. Navigate to Manage → Events in the sidebar

2. Select your Event and edit a session

3. Enable Limited capacity and set the number of spaces

4. Toggle Enable waitlist on

5. Save the session

6. When the session fills up, learners can join the waitlist

Enabling Waitlists

Waitlists are configured at the session level:

1. Open the session for editing

2. In the Capacity section:

   • Enable Limited capacity

   • Set the maximum number of Spaces

3. Toggle Enable waitlist to on

4. Save your changes

💡 Tip: Waitlists only become active when all available spaces are filled. If there's still capacity, learners are enrolled directly.

How Waitlists Work

Joining the Waitlist

When a session reaches capacity:

1. Learners see that the session is full

2. They click Join waitlist

3. They receive confirmation of their waitlist position

4. They're notified if a space becomes available

Automatic Enrolment

When a space opens up (through cancellation or increased capacity):

1. Learn Amp automatically enrols the first person on the waitlist

2. That learner receives an enrolment confirmation notification

3. They're removed from the waitlist

4. The waitlist positions update for remaining learners

This happens automatically—no admin intervention required.

Waitlist Position

Waitlist positions are determined by join order (first-come, first-served):

• Position 1: First to join the waitlist

• Position 2: Second to join

• And so on...

When someone is enrolled from the waitlist, all positions shift up.

Viewing the Waitlist

Administrators can view who's on the waitlist:

1. Navigate to Manage → Events

2. Select the Event and find the session

3. View the Waitlist tab or section

4. See all waitlisted learners with their positions

The waitlist shows:

• Learner name

• Position in queue

• Date joined waitlist

• Contact information

Managing Waitlist Entries

Manually Enrolling from Waitlist

In some cases, you may want to enrol someone from the waitlist manually:

1. Navigate to the session's waitlist

2. Find the learner you want to enrol

3. Click the three-dot menu (⋮) and select Enrol

4. The learner is enrolled (if space is available)

⚠️ Warning: Manual enrolment bypasses the first-come-first-served order. Use this sparingly to maintain fairness.

Removing from Waitlist

To remove someone from the waitlist:

1. Navigate to the session's waitlist

2. Find the learner to remove

3. Click the three-dot menu (⋮) and select Remove from waitlist

4. Confirm the action

The learner receives a notification that they've been removed from the waitlist.

Waitlists and Admin Reserved Spaces

When you have both waitlists and admin reserved spaces enabled:

• Regular spaces: When these fill up, learners can join the waitlist

• Admin reserved spaces: These are separate from the waitlist queue

• Automatic enrolment: Only fills regular spaces, not reserved ones

Example:

• Session has 10 spaces total

• 2 are reserved for admin enrolment

• 8 are available for self-enrolment

• Waitlist activates when the 8 self-enrolment spaces are full

• Admins can still use the 2 reserved spaces without affecting the waitlist

Waitlist Notifications

Learn Amp sends notifications at key moments:

💡 Tip: Learners receive enrolment notifications, not "moved from waitlist" notifications—keeping the experience seamless.

Increasing Capacity

When you increase a session's capacity:

1. Edit the session and increase the Spaces number

2. Save the session

3. Learn Amp automatically enrols waitlisted learners to fill new spaces

4. Enrolments are processed in waitlist order

Example:

• Session has 10 spaces, all filled

• 5 learners are on the waitlist

• You increase capacity to 15 spaces

• The first 5 waitlisted learners are automatically enrolled

• The waitlist is now empty

Cancellations and Waitlists

When an enrolled learner cancels:

1. Their space becomes available

2. If waitlist is enabled and has entries

3. The first waitlisted learner is automatically enrolled

4. They receive an enrolment confirmation

5. Remaining waitlist positions shift up

If the cancellation is made by an admin (unenrolling a learner), the same process applies.

FAQs

Can learners see their waitlist position?
Yes, learners can see their position in the queue when they view the session.

What if I don't want automatic enrolment from the waitlist?
Currently, automatic enrolment is built-in when waitlists are enabled. Consider using admin-only enrolment if you need full control over who attends.

Can a learner leave the waitlist?
Yes, learners can remove themselves from the waitlist at any time by clicking "Leave waitlist" on the session page.

Does the waitlist close when enrolment closes?
Yes, if an enrolment deadline passes, learners can no longer join the waitlist. However, existing waitlist entries remain active.

What happens to the waitlist when a session is archived?
When a session is archived, the waitlist is cleared. Waitlisted learners receive a notification that the session has been cancelled.

Can I move someone up in the waitlist queue?
Not directly through the interface. However, you can manually enrol a specific learner if you need to prioritise them.

Troubleshooting