Every bookable session in Schedule now has its own Manage bookings sidebar. From one place you can see who is booked into that session and who is waiting, add or cancel attendees, export the list and offer open seats from the waitlist. You no longer need to download, edit and re-upload a CSV to make changes.
Open Manage bookings
Go to the Schedule module in your meeting admin.
Find the bookable session you want to manage. The person icon under its title shows booked seats against capacity, for example 1 / 1.
Click the three-dot menu to the right of the session and select Manage bookings.
The sidebar opens for that session only. To manage another session, close the sidebar with the X in the top right and open Manage bookings from that session's menu.
The same menu also has Edit, Clone and Delete for the session.
What's in the sidebar
Session details
The session title, date and time appear at the top.
Capacity, Booked and Waitlist
Three counters show how many seats the session has, how many are booked and how many people are waiting.
Add attendee and Export
Add a registered attendee to the session, or download the session's bookings and waitlist.
Search bookings and waitlist
Find anyone by name or email. Search covers the session's full booking list and waitlist, not only the rows on screen. Matches appear in a Search tab with the number of results, and each result shows its status, such as In waitlist. Clear the search with the X to return to the other tabs.
Bookings and Waitlist tabs
Each tab shows its count. Each row shows the attendee's name, email, status and the date they booked or joined the waitlist. Bookings are listed most recent first, and the waitlist always lists position 1 first. Each tab shows up to 20 people at a time; use search to find anyone else.
Footer
The bottom of the sidebar shows your current offer expiration, for example Offers expire after a day, and a Booking settings button that takes you straight to your booking and waitlist settings.
Actions on each attendee
Click the three-dot menu on any row.
Bookings tab
Resend Confirmation Email
Cancel Booking: asks you to confirm. The counters and any waitlist offers update right away.
Waitlist tab
Offer Spot: available only when a seat is open for the waitlist.
Remove from Waitlist: asks you to confirm.
Add an attendee
Click Add attendee.
Search your event attendees by name or email. Each result shows whether that person is available, already booked or already waitlisted.
Select the attendee.
If the session has space and no waitlist, the attendee is booked. If the session is full or already has a waitlist, the attendee joins the end of the waitlist, which keeps the queue fair for people already waiting.
Note: the attendee must already be registered for the event. You can add one attendee at a time.
Turn on waitlists
Waitlists are off by default. To turn them on, click Booking settings at the bottom of the sidebar, then:
Make sure Allow to create personalized schedule is on. Waitlists are available only when attendees can book sessions for themselves.
Turn on Enable waitlists.
Under Offer expiration, choose how long an attendee has to accept an offered spot. The default is a day.
Choose which waitlist emails to send (see Waitlist emails below). Both are off by default.
How the waitlist works
Once waitlists are on, a session starts accepting waitlist registrations as soon as it is full.
The waitlist is first come, first served.
If a booked attendee cancels while people are waiting, the seat is held for the waitlist. It does not become publicly bookable, so no one skips the line.
Attendees are never booked automatically. You send an offer, and the attendee accepts it to become booked.
If an offer expires or is declined, the seat goes to the next person in the queue and you can send the next offer.
Offer open seats to the waitlist
When seats are available and people are waiting, a notice appears above the waitlist, for example 2 spots available for the waitlist, with an Offer first 2 button.
Click Offer first X.
A confirmation shows how many spots will be offered to the top people on the waitlist and for how long. Click Confirm.
MeetingPulse sends offers to the first people in the queue and holds a seat for each one.
How long offers last comes from Offer expiration in Booking settings. To change it, update that setting before you send offers.
When an attendee accepts, they move to the Bookings tab and receive the normal booking confirmation. Until then they stay on the waitlist with a pending offer. The seat count accounts for booked attendees and unexpired offers, so you can never offer more seats than the session holds, even if several admins are working at once.
To offer a seat to one person, use Offer Spot on their waitlist row.
Waitlist emails
Waitlist emails are set in Booking settings, below Enable waitlists. Both are off by default. When you turn one on, you can edit its subject, body and button text in the same editor used for booking confirmations.
Send the attendee an email when they join the waitlist
Confirms the attendee's place in the queue.
Supports merge fields such as %name%, %title% and %datetime%.
Send the attendee an email when a spot is offered
Lets the attendee accept the spot from the email. The default button text is Accept Spot.
Use %expiration% to show when the offer expires.
We recommend turning this on so attendees see their offer before it expires.
Your other booking settings, including Request attendee input, Show only booked schedule sessions in my schedule and Send the presenter an email when a booking is made, work the same as before.
Tips
Waitlist order cannot be changed manually. The queue is always first come, first served.
Attendees can cancel their own bookings with the Cancel button on a booked session. If people are waiting, that seat is held for the waitlist.
Setting up sessions in bulk? See Upload a Schedule via CSV.