Waitlist functionality in approvals

Overview

The Waitlist functionality provides admins and approvers with an additional status within the Approvals area to manage ticket requests more effectively. When a request is submitted, it appears in the Pending tab within the platform’s Approvals area. If the request cannot be immediately approved due to ticket availability, it can be moved to the new Waitlist status. This ensures users are informed that their request is being considered and may still be fulfilled if tickets become available.

Another key benefit of this functionality is that it allows admins and approvers to distinguish if they have received any new requests since making their initial approval decisions. Additionally, the Waitlist status will be reflected in reports and dashboards, ensuring visibility across the platform.

Activation & Setup

To enable the Waitlist functionality:

1. Navigate to Settings > Preferences > Approvals Settings.

2. Locate the option Enable waitlist for admins & approvers.

3. Toggle the setting to enable the Waitlist functionality for your instance.

4. Save changes to apply the update.

How It Works

• When a request is submitted, it appears in the Pending tab within the platform’s Approvals area.

• Approvers will now see a third option alongside Approve and Decline - Add to Waitlist.

• Selecting Add to Waitlist moves the request to the new Waitlist tab.

• Users will receive an email notification informing them their request has been added to the waitlist. This can be edited under Settings > Emails > Request moved to waitlist (Events with tickets).

• If tickets are available within the allocation, the requests within the waitlist can be reviewed and approved.

Reporting & Visibility

• The Waitlist status will be reflected in reports and dashboards alongside the existing approval status such as Pending and Approved. Examples of reports where approval status can be found are the Order Summary and Approvals Summary reports.

• If a user cancels their request which is on the waitlist, admins will be made aware via an email notification.

• A dashboard widget will highlight any events with users on the waitlist and available tickets.

• The user will see their status as On Waitlist within their My Requests section.

FAQs

Q: What happens if a user cancels their request while on the waitlist?
A: If a user cancels their request, an email alert will notify admins so they can manage the available tickets accordingly.

Q: Will the waitlist status affect ticket availability?
A: No, the Waitlist status does not affect ticket availability. Requests on the waitlist are not counted towards the remaining ticket allocation until they are approved.

Q: Can the waitlist functionality be disabled after enabling it?
A: Yes, admins can disable the waitlist feature at any time via Settings > Preferences > Approvals Settings.

Q: How are users notified when their request is added to the waitlist?
A: Users receive an automated email notification informing them their request is now on the waitlist.

For further assistance, please contact your Customer Success Manager or our support team at [e-mail].