Canceling Registrations and Using the Waiting List
In Siebel Events Management, you can cancel registrations only from administrative screens. End users who want to cancel their event or session registration must contact the organization holding the event and ask that an administrator cancel the registration.
When an event registration is canceled, all registrations for specific events and sessions associated with the event are canceled as well. Likewise, if an event registration is canceled, so are all registrations for specific sessions of the event. However, if a session registration is canceled, the event registrations are not canceled.
When the administrator cancels a registration for an event or session that is full, a seat becomes available. However, in some cases, it may be desirable to prevent a seat from becoming available. To prevent a seat from becoming available, the administrator should reduce the capacity immediately prior to canceling the registration.
If the capacity is not reduced, and a seat becomes available, it is allocated to the next user whose registration is added by the administrator or whose registration status is changed from Waitlisted to Confirmed, whichever comes first. In other words, after a seat becomes available, it is recommended that administrators immediately change the registration status of the next wait listed person to Confirmed. Otherwise, a new registrant may accidentally be given the seat designated for the wait-listed person.
The following procedure describes how to cancel an event registration from an administrative screen.
To cancel a potential attendee’s registration for an event
Navigate to the Site Map > Events > Event view.
In the Events list, select and drill down on the event name for which you want to cancel a registration.
In the Details form, note whether the potential attendee is due any refund of fees, and, if so, the amount to be refunded.
In the Events form, if you want to prevent a seat from becoming available because of the cancellation, reduce the Event Capacity by one. For example, if the Event Capacity is 100, manually change the field to 99.
Click the Participants view tab, and then click Attendees.
In the Attendees list, select the person to be canceled, and click Cancel Registration.
Use your organization’s standard procedure to provide any refund due to the person whose registration was canceled.
Note: It is possible to delete the registration record, rather than set the registration status to Cancelled, but this is not recommended. Deleting the record completely removes information about the registration that can be used to track the number of cancellations, to perform refunds, and so on.
After canceling a registration, the Event form shows that Openings increased by one and Seats Taken decreased by one.
You can give the new seat to the first person on the waiting list, as described in the following procedure. To do this, you first identify the person on the waiting list who has the oldest claim to an open seat. Next, you confirm their interest and availability for the event, and then, you change that person’s registration status from Waitlisted to Confirmed. The following procedure is specific to an event; however, the concept can also be applied to an event or a session registration.
To enable the waitlist for an event or session, make sure that the Allow Waitlist check box is selected. By default, all events and sessions have the waitlist function enabled.
To allocate an open seat to a person on the waiting list
Navigate to the Site Map > Events > Event view.
In the Events list, select and drill down on the event for which a seat has become available.
Click the Participants view tab, and then click Attendees.
In the Attendees list, click the menu button and choose Columns Displayed.
In the Columns Displayed list, make sure the Registered column is displayed.
In the Attendees list, click Query.
In the Registration Status field, select Waitlisted.
Run the query to display all currently wait-listed attendees.
In the Registered column header, click the up arrow to sort the listings by registration date and time.
The person with the oldest listing on the waiting list is displayed in the first row of the list.
Confirm the potential attendee’s interest and availability for the event.
In that person’s record, change the Registration Status from Waitlisted to Confirmed.
In certain cases you might want to disable the waitlist function for an event or session. For example, when the capacity is reached, attendees will no longer be able to register for the event or session. An error message is displayed to users who attempt to register for an event that is full, and whose waitlist function is disabled.
To disable the waitlist
Navigate to the appropriate view:
For an event, navigate to the Site Map > Events > Event > Details view.
For a session, navigate to the Site Map > Events > Sessions > Details view.
In the Details form, clear the Allow Waitlist check box.