When a session is full, registrations can be placed in the waiting room automatically. This article explains how you manage the waiting room and move participants on to a session.
Requirements
- The waiting room functionality must be enabled for the training.
- You need the right Rapportage_Trainingen_Wachtkamer to view the waiting room.
Viewing the waiting room
- Go to Reports > Trainings > Waiting room.
- Filter on training, category or period.
- You see an overview of all registrations that are in the waiting room.
The waiting room report also contains columns for the custom fields of the user and of the registration. These columns carry the label that your portal has given to the relevant custom field. By default these columns are hidden; you can make them visible yourself via the column settings of the overview. This way you can add your own registration data to the waiting room and include it in the export.
Moving participants on
- Select the participant or participants in the waiting room.
- Choose Move to session.
- Select the required session.
- Click Confirm.
The participant automatically receives a confirmation email (if notifications are enabled).
Importing the waiting room
You can also import waiting room registrations via the import module:
- Go to Planning > Planning > Import waiting rooms.
- Download the template and fill in the data.
- Upload the file and click Save.
Note: For this function you need the right Planning_Beheer_Importwachtkamer.
Notification for a new session
When an extra session is planned for a training for which a participant is in the waiting room, this participant can be informed automatically via the notification New session planned to participants.
Note: This notification must be active in the notification settings. Go to Management > Management > Notifications to enable the notification.
Notification when a place becomes available
When a place becomes available again in a session and there are users in the waiting room for that training, these users automatically receive a notification that a place has become available. The notification contains a summary with only the sessions for which a place has actually become available.
A session is included in this notification in one of the following situations:
- A session was fully booked and a place is available again because of a deregistration.
- A session was fully booked and you increased the maximum number of participants as an administrator, which creates room again.
Sessions that have never been full are not included in this notification. This prevents participants in the waiting room from receiving a message for sessions where there was room anyway.
Note: This notification is only sent if notifications are enabled for the training and the notification type Waiting room place available is activated in the notification settings.
Occupancy of a session
The occupancy of a session determines whether there is still room for new registrations. Participants with the status Present who have not yet completed the training count towards the occupancy of the session. This means that the occupancy counter in the training planner and on the edit screen of the session gives an accurate representation of the number of places taken.
Note: This function is available when the setting is activated for your portal. Contact your portal administrator if you have questions about the calculation of the occupancy.
Frequently asked questions
Are participants in the waiting room moved on automatically?
No, participants in the waiting room have to be moved on to an available session manually. They do automatically receive a notification in the nightly processing when a place becomes available.
Can I change the order in the waiting room?
By default the waiting room works in order of registration (first registered, first placed).
Do participants receive a message when they are in the waiting room?
Yes, participants receive a confirmation notification that their registration has been placed in the waiting room.
In addition, via the notification Waiting room place available to participant they automatically receive a message when a place becomes available again in a session — for example after a deregistration or when the maximum number of participants is increased in a session that was fully booked. The overview email only lists the sessions for which a place has actually become available.
This notification is sent during the night and must be enabled in the notification settings.