Manage my waiting list

Set up the waiting list

The settings are in General, Athlete registrations tab.

• Invite the waiting list automatically, checked by default. When a spot opens up during registration, the next person receives an invitation by email. Unchecked, nothing goes out on its own and you choose whom to invite.
• Invitation length in hours, 48 by default, from 1 to 720. It applies to every invitation, automatic or sent by hand.
• In each category's settings, Offer the waiting list when the division is full or closed. Unchecked, the category simply shows Full or Closed and nobody can join its list anymore.

An invitation holds the spot

Each invitation holds the spot for the invited person for 48 hours by default. During that time, the category shows as full to the public and nobody else can take that spot, not even through checkout. The rule applies to every invitation.

• The ones sent automatically when a spot opens up.
• The ones you send by hand with the Send an email invitation button on the record of a person on the list.
• The ones you send to several people at once, from the Invite the waiting list? window that opens when you save a category's quota.

If the person does not register in time, the invitation expires and the spot is offered automatically to the next person in the queue, as long as the category's registration is open and automatic invitations are turned on.

When a spot opens up

Raising a category's quota or deleting a registration frees spots. The next people on the list are invited in the order they joined the list, as many as there are free spots not already held by a running invitation, never more.

As long as the category's registration is open, the automatic invitation sends them within 5 minutes. Two people are never invited for the same spot.

Invite several people at once

When you save a new quota for a category, or reopen a closed category by pushing back its end date, and there are free spots and people waiting, the Invite the waiting list? window opens. It shows the category, the Free spots and the People waiting.

The People to invite counter sets how many people get an invitation, at most the number of free spots. They are the first ones in the queue, in their order on the list. Send the invitations sends them right away. Later closes the window without sending anything, and the automatic invitation takes over if it is turned on and registration is open.

These invitations are sent by you, like the ones from a person's record. So they also go out when registration is closed, as explained below.

People already registered elsewhere

Someone on the list may already be registered in another category of the event, on another distance for example. The automatic invitation skips them and moves on to the next person. You can still invite them yourself.

• From their record, with Send an email invitation. The confirmation window reminds you at the top that they are already registered elsewhere.
• From the Invite the waiting list? window, by checking Also include the people already registered in another division.

Their spot in the other category stays as it is. The invitation also holds them a spot here for the same time, taken from this category's free spots.

After registration closes

Automatic invitations only go out while the category's registration is open. Their hold never runs past the registration closing date.

The invitations you send yourself, one by one with Send an email invitation or several at once from the Invite the waiting list? window, also go out once registration is closed, or before it opens. Each one then lasts its full time, 48 hours by default, never past the start of the race. During that time, the invited person, and only them, can register and pay in this category, logged in with the address that received the invitation. For everyone else, the category stays closed. Once the time is up, the spot goes back to the next person in the queue, whom you can invite in turn.

An invitation sent by hand is refused if the category has no free spot left. The app then tells you to raise its capacity first. It is also refused less than an hour before the start of the race.

You can also still add someone yourself from the Athletes tab, even when registration is closed.

To reopen a category to everyone, open it, check Different registration dates for this division and push back the end date. Only those categories reopen, the others keep their closing date. If there are free spots and people waiting, the Invite the waiting list? window offers to invite them first, and Later leaves the spots open to everyone. To open to everyone without going through the list, also uncheck Invite the waiting list automatically.

On your public page, a line visible only to your team shows since when registration has been closed, or when it opens, with a direct link to the dates.

On the runner's side

The invited person receives an email that states the deadline and leads to an invitation page. That page shows Your spot is held until with the end date and time, and asks them to log in with the invited address, the one left on the waiting list. They then register and pay as usual.