Waitlists for Fairs & Events

Tawnya -

We are excited to announce the launch of waitlists for fairs & events! As long as a student limit is designated on your school owned fair or event, once registration is at capacity, students will have the option to join the waitlist. 

Note: Employer owned events will not have the ability to enable a waitlist.

If a registered student leaves the event, a space will open up, which will allow Career Services users (roles permitting) to move a student from the waitlist to the event. 

Please note: Waitlisted students will not be included in fair or event reporting or quick downloads, as they are not considered official attendees.

 

Waitlists for Career Fairs

In order for the waitlist to be enabled, you'll need to designate a student session limit, either during creation of the new career fair or via the Edit tab after a fair has been created. 

new_fair_student_session_limit.png

The student session limit will identify the max number of students per session. This does not necessarily limit the number of sessions one student can register for. 

Once a career fair session is at capacity, students will see the option to "Join Waitlist". 

In this example, Day 1 is at capacity, and Days 2 & 3 have spaces open, so the student sees "Join Waitlist" for Day 1 sessions: 

student_registration_options.png

If the student chooses to join the waitlist, the button will change to display the text "On Waitlist": 

student_registration_selections.png

From the Career Services perspective, the view for registered students is changing slightly. Registered/Waitlisted students are broken out by session. Click on "View by session" to see a list of sessions: 

Career_Fair_Multi_Session_student_view.png

 

When the list of sessions appear, you will see a column for Waitlist count and a column for Registered count: 

session_list.png

Select the session you wish to view, and you'll see a list of Registered/Waitlisted Students for that session only. For the student(s) on the waitlist, you'll see an option to "Register from Waitlist": 

student_registration_list.png

 

When a student cancels their registration or is removed by a Career Services Staff Member from a session that is at capacity, a message will appear on the overview page indicating "Space available for waitlist students". Waitlist will be in dark yellow text, with a triangular icon next to it, as shown below: 

space_available.png

Note: no notifications are sent when space is available on the waitlist. In order to determine if space is available, you'll want to check on the "student" section of the fair overview page periodically.


When "View by session" is selected, you'll see the same list of sessions, with an indication of which session has space available: 

space_available_session.png

Select the desired session, then choose the waitlisted student you'd like to register, and select "Register from Waitlist": 

register_from_waitlist.png

 

The screen will refresh to indicate the student is "Registered": 

student_registered.png

 

The student will be sent an email confirmation letting them know they've been registered for the session: 

registration_confirmation_email.png

 

Waitlists for Events

In order for the waitlist to be enabled, you'll need to designate a student limit, either during creation of the new career fair or via the Edit tab after a fair has been created. 

student_limit.png

The student limit will identify the max number of students that may register for the event.

Once the event is at capacity, students will see the option to "Join Waitlist". 

In the example below, student registration is at capacity, so the option is "Join Waitlist": 

student_view_join_waitlist.png

Once the student selects "Join Waitlist", the button will turn green and text will confirm "On Waitlist":

student_view_on_waitlist.png

 

From the Career Services view, you will see the attendee list on the left side of the event overview page: 

CS_view_attendee_list.png

You can click on "View Attendees" to see a popup with the attendees listed and their status: 

attendee_list_popup.png

To see more details and manage Attendees, you will need to click on the Attendees tab in the top right of the event overview page: 

attendees_tab.png

If a student leaves the event or is removed by a Career Services user, you will see text appear under "Waitlist" on the overview page indicating "Space available for waitlist students":  

space_available.png

Go to the Attendees tab in the top right of the page, choose the desired waitlisted student, and select "Register from Waitlist": 

register_from_waitlist.png

The screen will update to indicate the student is "Registered": 

registered.png

 

A confirmation email will be sent to the student indicating they've left the waitlist and are registered: 

registration_confirmation_email.png

 

NOTE: Students may not receive the confirmation emails if they have unsubscribed from Handshake notification emails. 

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