How to Enable and Configure the Wait-list Feature

How to Enable and Configure the Wait-list Feature

Enabling the Wait-list Feature

The Wait-list feature in Meetingmax is not enabled by default and must be manually activated per event. Additionally, not all sites have this feature available. If you do not see the option to enable a Wait-list, contact your Customer Success Manager (CSM) to have it enabled site-wide.

To enable the Wait-list feature for an event:

  1. Navigate to Event > Event Hotel > The Basics > Inventory Options.

  2. Check the box labeled 'Allow wait-lists'.

  3. Click [Save] to apply the changes.

Configuring Wait-list Settings

Once the feature is enabled, you need to configure Wait-list inventory settings:

  1. Go to the Inventory page.

  2. Set the number of Wait-list rooms available.

    • If left at 0 (default), the Wait-list option will not be visible to attendees when inventory is full.

    • The number entered here represents the maximum number of reservations that can be Wait-listed at a time.

    • Wait-list inventory must be allocated per block.

      • For example, you can set 10 spots for the Main Block, 3 spots for a Sub-block, and 0 spots for another sub-block.

  3. Click [Save] to confirm your settings.


Setting Up Default Wait-list Messaging

To ensure guests understand their Wait-list status, default messaging should be configured in the Wait-list Acknowledgment Email and Wait-list Acceptance Email:

  1. Go to Event > Communications > Emails.

  2. Locate the Wait-list Acknowledgment Email and Wait-list Acceptance Email.

  3. Edit the default text to clearly communicate your Wait-list process to attendees.

  4. Click [Save] to apply the changes.

​

Monitoring the Wait-list

There are no automated notifications when a reservation is Wait-listed. MCP users can monitor Wait-list reservations by:

  • Checking the Reservation page manually.

  • Opening the Manage Wait-lists page for an overview.

  • Scheduling the Wait-list report to be emailed weekly:

    • This report provides details on how many rooms are Wait-listed and remaining capacity.

    • Reports must be scheduled per event. If multiple events use the Wait-list feature, separate reports need to be scheduled.

By following these steps, MCPs can successfully enable, configure, and manage the Wait-list feature, ensuring an efficient and transparent process for attendees.

Next Steps: