Waitlists for Sports and Fitness Groups With Popular Events

We have just rolled out automatic waitlist functionality on OpenSports. Read how it works, here!

The wait is over. Actually no, it has just began… 😊

The Waitlist is an RSVP function that will help you manage your time more effectively by automatically monitoring and coordinating RSVP’s of a full event. It will also assist your players so that they do not need to keep refreshing and checking if anybody has dropped out of a game. Better yet, they won’t persistently ask you if any spots have opened yet (sorry you’ve had to suffer through this for years, Sons of Pitches Soccer Group)😂!

Waiting off to the side of the pitch?🙀

How the automated waitlist works:

  • If your event fills, people will be able to click “Join Waitlist”.
Joining a Waitlist allows you to see which spot you have taken on the waitlist.
  • If someone in your event cancels their RSVP, the first person on the waitlist will receive an email and a push notification from OpenSports, asking if he or she would like the available spot.
E-mail notification received when a waitlist spot opens for you🙌
  • The player has two hours to click join! There is a two hour hold if the event is more than SIXTEEN hours in the future. If the event is 16 hours to 1 hour away, there is a 30 minute hold; If the event is less that 1 hour away, there is a 10 minute hold time.
  • If the player responds YES, the spot is theirs👇
When a spot on the waitlist opens, the first person in line has two hours (or 10 minutes, depending) to Join before the spot is given away to the next person.
  • If the player does not respond, OpenSports will notify the next person on the waitlist, and the first person on the waitlist will no longer be able to click join (unless nobody on the waitlist joins).
  • If the first player missed their spot, they can only join the waitlist again if nobody else on the waitlist responds yes.

However:

  • If a spot becomes available on the day of the event, within 16 hours of the event start time, the waitlist speeds up so that everyone on the waitlist only has 30 minutes to respond.
  • 1 hour before the event, the waitlist speeds up even more so that everyone only has 10 minutes to respond!

What if nobody on the waitlist responds to the notification?

  • If there were 5 people on waitlist and the system goes through and notifies all 5 that a spot became available, and no-one responds, we shoot out a notification/e-mail that it’s now on a first come first serve basis for the remaining spots.
Email that goes out when nobody on the waitlist responds to the first waitlist run-through!

The waitlist has many benefits:

  • Players can “get in line” and save time by not having to check the app to see if anybody dropped out!
  • Organizers do not need to worry about tracking and messaging people who were interested in playing but couldn’t join the game.
  • Players can track their position on the waitlist!

Waitlist FAQ:

1.When does the Waitlist open and close for an event? Do I (the organizer) have control over this?

The waitlist is enabled by default. This means that the second your game fills up, players will automatically be asked to join the waitlist. The waitlist closes when your event begins.

2. How can I view my position on the Waitlist? When you join the waitlist, you can immediately see if you are 1st, 2nd, 3rd, etc., on the waitlist.

3. Will I receive a notification of my Waitlist status? Yes. When you are in position 1 and a space becomes available, the Waitlist functionality will notify you through email and app notification (NOTE: You will NOT be automatically enrolled into the game. You must still click Join).

4. What if 2 people drop out?

The first person on the waitlist will have two hours* to take one spot or both spots, because the waitlist automatically notifies and holds spots for one person at a time regardless of how many spots opened up.

*16 hours to 1 hour before the event, the waitlist has a 30 minute hold time; 1 hour before the event, the waitlist has a 10 minute hold time.

5. Can you waitlist two spots together (i.e., me and a guest)?

You can’t specify in advance on the waitlist how many spots you want. If two people drop out of the game, you will be able to take both spots (see the answer to Question 4, above).

6. What if I am on the waitlist for a paid game? Do I have to pay in advance?

No. You pay when you join the event.

7. What if I — the event organizer — open up an extra player spot, so that my friend can join the game? Will the people on the waitlist get the notification about that spot first?

If you open up an additional spot, the first person on the waitlist will get priority. We are currently developing unique codes that the organizer can give out to certain people. The codes will allow players to do things like bypass the waitlist and RSVP immediately, unlock a discounted spot, unlock a free spot, etc.

8. What if someone drops out of my game, and I want to give the spot to my friend instead of someone on the waitlist?

Same as Answer #7, above. The first person on the waitlist will get priority.

9. When does the Waitlist close/stop working?

The waitlist stops running when the game starts. This means that, if 10 minutes into your game, a player drops out, other players on the waitlist will not be notified. If this is something you have feedback on, we’d love to hear it! Email alicia@opensports.net

10. What if someone drops out while I’m asleep!?

The waitlist “blackout” period is there from 10pm to 9am as long as the game starts in > 16 hours. This means that if a spot on the waitlist opens at 10:01pm, the first person on the waitlist will have until 9am to respond, in case they fell asleep! If they do not respond by 9am, the waitlist carries on as normal (the next person on the waitlist will be notified).

We are testing cases that go through different user scenarios. Let us know if you have any feedback, we would love to hear from you!!

The wait is finally over. Try out our waitlist now!

Your friends, Alicia and the OpenSports team 💚🍰✌️