Managing the Waitlist Roster

The waitlist roster shows everyone who is waiting for a seat in a meeting. From this page, you can view each subscriber’s position and status, and take a few administrative actions when needed.

Administrators, Coordinators, and Peer Supporters

In the Organization Management Module, select Meetings from the sidebar menu. In the drop‑down menu, select Upcoming.

The Upcoming Meetings page will be displayed.

Select the meeting for which you would like to access the waitlist roster. Click the Options button for that meeting, then select Registration Records in the drop-down menu.

You can also access the waitlist roster by clicking the meeting's total waitlist count.

The waitlist roster can also be accessed from any meeting calendar, including My Meetings. Click on the Registered count on the meeting tile.

The Registered Users page will be displayed. Click the Waiting List tab to view the waitlist roster.

All subscribers currently on the waitlist for the meeting will be listed.  You will see each subscriber's place (position) in the waitlist and their waitlist status (see definition below). The roster is sorted in position order (ascending).

Waiting
The subscriber is on the waitlist and waiting for a seat to become available. No seat has been offered yet.

Offered
A seat has been offered to the subscriber.

• They have been notified by email and/or text.
• The offer has an expiration time.
• They have not yet accepted or rejected the seat.

Expired
The subscriber did not respond before the offer expired.

• The seat has been offered to the next person in line.
• If no one else is waiting, meeting registration reopens.

Rejected
The subscriber declined the seat.

• The seat is immediately offered to the next person in line.
• If no one else is waiting, meeting registration reopens.

You can take a small number of administrative actions on the waitlist roster. These actions are intended for corrections, support situations, or resolving issues a subscriber cannot complete on their own.

Click on the 3-dot menu icon at the end of the waitlist record. This opens a drop-down menu with options.

You can manually register a waitlisted subscriber when needed. To do so, select Register from the drop-down menu.

When you register someone from the waitlist, the system automatically:

• Increases the meeting’s maximum registration number by 1
• Registers the subscriber for the meeting
• Sends a registration confirmation email or text (if the subscriber has notifications enabled)
• Removes the subscriber from the waitlist

🔴Important: When manually registering a subscriber from the waitlist, the payment step is bypassed. If the meeting required payment for registration, you will not receive payment for that registration.

You can remove a subscriber from the waitlist if they no longer wish to attend or if the entry was added in error. To do so, select Remove from the drop-down menu.

You can send a direct, one‑to‑one message to a subscriber from the waitlist roster. Messages are delivered to the member’s My Chat area as a private chatroom, where they can reply directly.

Select Message from the drop-down menu.
Learn more: How to message a subscriber

To view the subscriber’s upcoming meetings and past meetings for your organization, select Meeting History from the drop‑down menu.

The Meeting History view lists meetings the subscriber was registered for, but it does not display attendance data.

Meeting History gives Administrators, Coordinators, and Peer Supporters helpful context when managing the waitlist, such as:

• checking whether the subscriber is already registered for another meeting at the same time
• confirming whether they have upcoming commitments with your organization
• understanding their overall engagement with your organization’s meetings

This information can help you make informed decisions when moving someone into the meeting or removing them from the waitlist.

🔴Learn more about how the waitlist works
For a deeper understanding of how the waitlist operates, including how seats are offered, how expiration times are calculated, and what members experience, see Meeting Waitlist: How It Works.