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Manage Registrations and Waitlists

Goal: Keep your roster accurate as people register, withdraw, request slot changes, or fill from the waitlist.

The registration list​

Every event has a registrations view showing who's signed up, what slot they're in, their requirement status, and any notes. Filter by:

  • Status — pending, approved, rejected, cancelled
  • Slot type — see who's in which role
  • Shift — when shifts are configured

Approval workflow (optional)​

Some affiliates run open registration; others want every registrant reviewed first. Toggle this on the event — when on, registrations land in pending until a coordinator approves or rejects.

Use approval when:

  • The event has limited capacity and you want to balance who attends
  • You're vetting first-time volunteers
  • The event has elevated risk and you want eyes on every registrant

Skip approval for everyday events — manual review on every signup is a coordinator-time tax.

Slot changes​

A registered volunteer who realizes they signed up for the wrong slot can ask to change, or a coordinator can move them. Slot changes preserve the registration; capacity adjusts on both ends automatically.

Withdrawals and cancellations​

Volunteers can cancel their own registration. Coordinators can also cancel on someone's behalf. Cancelled spots are immediately available to the next person — including waitlisters when waitlists are configured.

Waitlists​

If demand exceeds capacity, accept overflow as a waitlist. When a registered volunteer cancels, the next waitlister is notified. Cap your waitlist depth — an unbounded waitlist creates expectations you can't meet.

When to step in manually​

  • A long-time volunteer was bumped to the waitlist and you want to prioritize them
  • A no-show pattern is emerging from one person and you want to limit their registrations
  • A corporate group needs a guaranteed block of slots — see Working with Corporate and Group Volunteers

Day-of changes​

The registrations list keeps working through the event itself. People who walk in but didn't register, or registrants whose plans change, are handled in Check Volunteers In and Out.