Capacity and Wait-List Considerations

Keep the following points in mind regarding capacity and wait-lists in Visit/Activity series.

1. An Activity Series’ capacity for a given day/timeslot can be calculated separately for each Visit Series to which it is attached (the default setting) or collectively, for all the VIsit Series to which it is attached. If calculated separately, then capacity will be tracked as though there were a separate Activity Series with a separate capacity for each Visit Series. To change this, there is a checkbox on the Manage Activity Series screen called “Calculate Capacity Across Visit Series”; if checked, it will calculate capacity of the Activity Series based all the visitors who have registered for that activity on a given day/timeslot, irrespective of the Visit Series through which they registered.
2. When the capacity of a visit series is reached and a value is in the 'Maximum Visit Wait-List Registrations' field, then the Wait-List message is displayed and users may put themselves on the waitlist until the maximum waitlist count is reached.
3. Suppose a visit series has two activity series linked to it: Capacity of first activity is 5 Capacity of second activity is 5 Capacity of the visit series is 20 If the activities are full (i.e., the capacity of both activities are reached), the registration will be suspended and no registration will be accepted, not even for the wait list
4. But suppose:

   Capacity of first activity is 10

   Capacity of second activity is 10

   Capacity of the visit series is 5

   If five people have registered, then visit series capacity has been reached and now people will be allowed to register for the waitlist.

   When users register for the waitlist we will not display the activities section. But the personal details and other sections will be displayed. A Contact record and a Visit record will be created for each waitlist registration with a Status of “Wait-List”.

5. On the Event Listing Page, indicators for Full & Waitlist will be shown as for Campaigns. The "F" indication will be shown in following cases:
   1. When all the activities have reached the capacity
   2. Required activity is full
   3. The visit has reached the capacity and waitlist is not present
   Similarly if capacity of visit series is reached but waitlist registrations are open then 'W' will be shown on the listing page. These indicators will be shown before the name of the visit & in the calendar.
6. When any slot is available due to cancellation of a registration, all the users (visit records for that particular day ) having Status = ‘Wait-List’ will automatically be sent the “Email Template Wait-List”.

   This Email will contain a link to redirect user to the registration page and the user will have to register by selecting at least 1 activity. The contact & visit created in the waitlist registration for the same user earlier will be updated with Status = “Registered” and the appointments for the visit will now be created.