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Wait List – Cancel or Expire

Posted: May 12, 2020 at 8:34 am


Allen

May 12, 2020 at 8:34 am

Hi there, so, we have an unusually high volume of cancellations due to this Covid mess. Fortunately, we have been using your awesome Wait List tool, so we can fill these spots.

However – I have an issue. Once we notify people that they have been promoted, it keeps their spot reserved (which makes sense) — however, if they choose to change their mind and just ignore our email – their spot remains “locked” from inventory.

So, to counter this – I added a note in the auto-message that says they must react within 4 days to secure their ticket. But, from what I can tell, there is no way to cancel their Wait List entry automatically.

Therefore, I must login and go to “Pending” and manually cancel them – is that right?

And when I do so, they receive the default “Cancelled Registration” email. However, I would rather use a custom message, so I could explain that they were removed from Wait List, etc… This message would be different than if I cancelled someone’s paid entry due to some other reason.

So, my question is: Can I customize the “Wait List Cancel” notice? And, is there a way to automate this process? I think I’ve asked this before – and I think it would be a great feature to add-in.


Tony

  • Support Staff

May 12, 2020 at 9:41 am

Hi Allen,

Therefore, I must login and go to “Pending” and manually cancel them – is that right?

Yes, currently that’s how the add-on works.

So, my question is: Can I customize the “Wait List Cancel” notice?

Not specifically when cancelling the wait-list cancellation, at least not currently.

But you can create a custom message template for the Registration Cancelled message type and make that specific template based around a cancelled waitlist. You would then edit the event before cancelling batches of waitlist registration, set that custom message template on the event and trigger the cancellation messages and when finished, switch the template back.

Would that work for you? It’s a little more work but should get you the custom message for waitlist cancellations.

(Note if you find your are doing more waitlist cancellations you could leave the custom message set up on the event, then switch when you do a ‘normal’ cancellation for another reason but it’s up to you which would work better for you).

And, is there a way to automate this process? I think I’ve asked this before – and I think it would be a great feature to add-in.

Well, the answer is yes, but you’ll need a custom function to do it.

For example, you could add your own scheduled task to WP_CRON to run say once or twice a day which pulled all waitlist registrations over X days old and set them to cancelled. We don’t have anything similar to this current so I don’t have an example, it would need to something from the ground up.


Allen

May 12, 2020 at 10:07 am

Oh, good idea with the custom template switch, that would accomplish my purpose. Few extra steps, yes – but tolerable

Maybe something you guys can consider adding in later..

Thnks for the help!


Tony

  • Support Staff

May 12, 2020 at 10:39 am

Oh, good idea with the custom template switch, that would accomplish my purpose. Few extra steps, yes – but tolerable

Something to be aware of is the if you use the message queue system the template used is the one set at the time of generation which can be a little AFTER you trigger the message.

For example if you set the custom template, trigger the message to add to the queue, then change the message back and the message triggers, it will pull the message set on the event at that time and use it.

To avoid that, leave the custom template set for about 10/15mins after you triggered the message.

Maybe something you guys can consider adding in later..

Sure, its a nice idea and I’ll add it to our feature requests… in fact we already have it on there from last time.

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Updated by  Tony 5 months, 2 weeks ago ago

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