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 ).
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 .
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 to add the registrant to the wait list. The function will display with an “*” to the left of the function title.
6. Click to update the registration order.
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 , and select Roster to open the Function Roster window and view the registrants on the wait list.
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 .
4. Tab to the Title, and change the title, for example, Function Roster Including Wait List Registrants.
5. Click to open the Detail Reports Parameters window.
6. Place your cursor in the Search field.
7. Update the search criteria to read as follows:
Order_Lines.QUANTITY_ORDERED>0 or Order_Lines.QUANTITY_BACKORDERED>0 or Orders.STATUS like 'C%'
8. Click .
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 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 . 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 to increase the maximum allowed.
8. Click .
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 ).
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 . A system message prompts you to verify the cancellation of the registrant.
4. Click 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 .
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 . A system message prompts you to verify the cancellation of the registrant.
4. Click 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 .
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 to remove the attendee from the wait list.
6. Click .
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.