How to Promote Customers from Waitlist

Learn how to promote customers from event waitlists to active registration when spots become available. This helps you fill spots efficiently and notify customers when they can attend.

Before You Begin

• You must be logged in to your account at https://app.joinzipper.com
• You need permission to manage schedules (typically organization owners and admins have this permission)
• An event with waitlist enabled and customers on the waitlist
• Available spots in the event (someone canceled or capacity was increased)

Steps

Step 1: Navigate to Event

1. Log in to your account at https://app.joinzipper.com/auth/login
2. From the dashboard, click Calendar in the left sidebar
3. Find the event with the waitlist:
   • Browse your calendar
   • Or search for the event
4. Click on the event to open its details

What happens next: You'll see the event details page.

Step 2: View Waitlist

1. On the event details page, find the Waitlist section
2. You'll see:
   • List of customers on waitlist: Ordered by registration time (or custom order)
   • Customer information: Name, email, registration date
   • Waitlist position: Where they are in line
3. Review the waitlist to see who's waiting

Note: The waitlist shows customers who registered when the event was full.

Step 3: Check Available Spots

1. Check that spots are available:
   • Look at current registrations count
   • Compare to event capacity
   • Verify there are open spots
2. Spots become available when:
   • Someone cancels their registration
   • Event capacity is increased
   • Registrations are removed

Important: Make sure there are actually available spots before promoting.

Step 4: Select Customer to Promote

1. Review the waitlist:
   • See who registered first (first come, first served)
   • Or check custom waitlist order if you've reordered it
2. Find the customer you want to promote:
   • Typically the first customer on the waitlist
   • Or a specific customer based on priority
3. Click Promote next to their name

Note: You can promote customers in any order, but first-come-first-served is typically fairest.

Step 5: Confirm Promotion

1. A confirmation will appear asking you to confirm
2. Review the promotion:
   • Correct customer is selected
   • Spot is available
3. Click Confirm (or Promote)
   • The promotion will be processed
   • Customer will be moved to active registration

What happens next: The customer will be promoted and:

• Moved from waitlist to active registration
• Notified via email about the promotion
• Able to attend the event
• Payment processed (if event requires payment)

Step 6: (Optional) Reorder Waitlist

1. If you want to control promotion order:
   • Drag and drop customers to reorder
   • Or use up/down arrows
   • Set custom priority order
2. Reorder based on:
   • Registration time (first come, first served)
   • Priority customers
   • Other criteria

Note: Waitlist order determines who gets promoted when spots open.

Tips

• Promote customers promptly when spots become available
• Use first-come-first-served order for fairness
• Notify customers quickly so they can plan
• Reorder waitlist if you have priority customers
• Track promotions to understand waitlist effectiveness

Troubleshooting

Problem: I don't see a waitlist Solution: Check that:

• Waitlist is enabled for the event
• Event reached capacity (customers joined waitlist)
• You're viewing the correct event

Solution: Make sure waitlist is enabled and event has customers on waitlist.

Problem: I can't promote customers Solution: Check that:

• There are available spots in the event
• Customer is on the waitlist
• You have permission to manage schedules

Solution: Verify event has available spots and customer is on waitlist. Check permissions if needed.

Problem: Customer wasn't notified Solution: Customer notifications are typically sent automatically. Check that:

• Customer email address is valid
• Email notifications aren't disabled
• Promotion was successful

Solution: Verify customer email address and check email notification settings.

Problem: Waitlist order isn't working Solution: Check that:

• Waitlist reordering is saved
• Order is reflected in the waitlist display
• You're promoting in the correct order

Solution: Verify waitlist order is saved and refresh the page if needed.