Conference is booked out: waiting list for interested persons

Our conference is fully booked. We have to close participant registration.

Is there any way we can use ConfTool Pro to keep a waiting list for people who also want to attend??

(A German version of this article is available.)

The system does not really provide a waiting list, but you can use the "Registration of Prospective Participants" (registration of people who are interested in the event) for such a requirement, if you do not use that already for other purposes.

1. First, please go to:
Overview => Settings => Conference Phases and Deadlines
... and disable the registration of new users and the registration of participants (both!), so people can neither register as users nor as participants for your conference any more.


2. Next, continue on this page:
Overview => Settings => Settings for Users Registration and User Options => Registration of Prospective Participants
Enable the option "Enable Prospective Participant Form", which will activate the registration link for prospective participants on the log-in page.
Set the option "Reveal Account Data" to "No" if you do not want to send them the log-in details with their confirmation e-mail.
Please also enter an URL to which users will be returned after submitting their registration (see image).


3. Adapt the Wordings and Phrases according to your requirements:
Overview => Settings => Wordings and Phrases

A) Search for "REGISTER_PROSPECT" to convert the wording of the registration form to a waiting list.
To update the link on the login page, please search for "REGISTERPROSPECT".
Example:
"Please register below to get the latest news on "%1". Your data will be treated confidentially and not be used for other purposes." has to be changed to
"Please enter your details below to enroll for the waiting list for "%1". We will contact you if a space becomes available. This enrollment is not binding.
Your data will be treated confidentially and not be used for other purposes."

B) Search for "EMAIL_PROSPECT" to update the wordings for the e-mails sent to the participants.

Please test your settings by carrying out some sample registrations.

If you want to allow selected persons to register for participation, follow these steps.

Please go to:
Overview => Settings => Settings for User Registration => Main Setup for User Registration and Management
... scroll down to the section "Settings of Specific User Rights" and activate the option
'Show User Statuses "Approved to Submit", "Approved to Participate" and "Registration Fees Waived"'

Now you can give users the status "Approved to Participate" when you edit their user details.
Users with this status can register even if the participant registration phase is disabled.

Send them their login details so they can log in and register as participants.

You can find more detailed information here:
Approve the registration for participation for specific users (after the official deadline)