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How to add a waitlisted player after an event or program has started

Admins can add waitlisted players after an event or program has started. This helps you fill last-minute openings, replace no-shows, or add extra players without duplicating or recreating the activity.

Note: You can only move a player off the waitlist in the mobile app, after the event or program has started.

Common Use Cases

This feature is especially helpful when:

  • A registered player cancels last minute
  • A player doesn’t show up
  • You have additional capacity after the event or program begins
  • You want to manually approve a specific waitlisted player

How to add a waitlisted player

First, make sure there’s an open spot in the event or program. In the mobile app, you can do this by increasing the number of spots in a registration option or by removing an inactive participant.

For events

Step 1: Make an open spot

  • Option 1: Add additional spots within registration
  1. Open the event page on the app
  2. Tap Edit Event and locate Registration
  3. Choose specific registration and tap Edit
  4. Increase # Spots to desired amount
  5. Tap Save
  • Option 2: Remove inactive players
  1. Open the event page on the app
  2. Tap Manage Users
  3. Locate the inactive player and tap on the three dots (...) next to the player’s name
  4. Select Remove Order and complete the refund flow
  5. Tap Remove Attendee to finalize

Step 2: Add the waitlisted player

  1. From the event page, select Manage Users > Waitlist
  2. Tap Set as Active beside the player’s name
  3. The player will be notified and will have 15 minutes to complete registration.

For programs

Programs are multi-session, capacity and removals will apply to the entire program, not individual sessions.

Step 1: Make an open spot

  • Option 1: Add additional spots within registration
  1. Open the program page on the app
  2. Tap Manage Program > Edit > Registration Options
  3. Choose specific registration and tap Edit
  4. Increase Spots to desired amount
  5. Tap Save
  • Option 2: Remove inactive player
  1. Open the program page on the app
  2. Tap Manage Program > Orders
  3. Locate the inactive player and tap on the three dots (...) next to the player’s name
  4. Select Remove Order and complete the refund flow
  5. Tap Remove Attendee to finalize

Note: Removing a participant will remove them from all sessions in the program, not just a single session.

Step 2: Add the waitlisted player

  1. From the program page, select Orders > Waitlist
  2. Tap Set as Active beside the player’s name
  3. The player will be notified and will have 15 minutes to complete registration.

Important Notes

  • This action is manual and only admins with the roles listed below can activate waitlisted players.
    • Group Admin
    • Event Admin
    • Event Manager
  • The event/program must still have available capacity
  • Activating a waitlisted player does not automatically register them, they must still complete registration
  • This does not affect players who are already registered or checked in.
  • Once the player has been activated they will have 15 minutes to register

Questions? Send them our way: support@opensports.net