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How Do I Handle Waitlists for Popular Events?

When your events fill up fast, you need a fair way to handle overflow interest. Homeschool Hive uses a Watchlist system that notifies interested families when spots become available. This guide explains how to manage capacity and keep your community engaged even when events are full.

Quick Answer​

Homeschool Hive uses a Watchlist (Favorites) system instead of a traditional waitlist. When an event is full, interested families can add it to their Watchlist. If a spot opens up (someone cancels), all Watchlist members receive a notification and can register on a first-come, first-served basis. This creates a fair, transparent system for popular events.

Understanding the Watchlist System​

How It Works​

  1. Event fills up - All available spots are taken
  2. Families add to Watchlist - Interested members click the heart/favorite icon
  3. Spot opens - When someone cancels their registration
  4. All Watchlist members notified - Everyone watching the event gets an alert
  5. First to register gets the spot - Members register normally when they receive the notification

Watchlist vs. Traditional Waitlist​

FeatureWatchlist (Homeschool Hive)Traditional Waitlist
NotificationAll interested parties notified equallyOnly next person in line
FairnessFirst to respond gets the spotBased on sign-up order
TransparencyMembers know they are competing fairlyUncertain position
Automatic promotionNo (members must act)Often automatic
Member engagementMembers stay informedMembers wait passively
note

The Watchlist system was designed to be more transparent and fair than traditional first-in-first-out waitlists. All interested families have an equal opportunity to claim available spots.

For Group Leaders​

Setting Up Event Capacity​

When creating an event, you can control capacity to ensure the Watchlist system works effectively.

Step 1: Set Maximum Capacity​

  1. Go to your group page
  2. Click Create Event or edit an existing event
  3. Find the Capacity section
  4. Enter the Maximum Attendees for your event
  5. Consider your venue size, adult-to-child ratios, and activity requirements

Step 2: Consider Per-Family Limits​

For high-demand events:

  1. Set a per-family limit on the number of spots one family can reserve
  2. This prevents one large family from taking most available spots
  3. Typical limits range from 2-6 depending on the event type

Monitoring Event Capacity​

To see how your event is filling up:

  1. Go to your group's Events page
  2. Click on the event you want to monitor
  3. View the Attendance section showing:
    • Current registrations
    • Remaining spots
    • Number of families watching (Watchlist count)

When Someone Cancels​

When a registered family cancels:

  1. Automatic notification - The system sends "Spots Available" notifications to all Watchlist members
  2. Email and in-app - Notifications go through both channels based on member preferences
  3. No action required - You do not need to manually notify anyone

Manually Managing Registrations​

If you need to add someone who missed the notification:

  1. Go to the event's Attendees list
  2. Click Add Attendee
  3. Search for the member
  4. Confirm their registration
tip

If you frequently have more demand than capacity, consider running the event multiple times or finding a larger venue.

For Parents​

Adding Events to Your Watchlist​

When an event you want is full:

  1. Go to the event page
  2. Click the heart icon (Favorite/Watch)
  3. The event is now on your Watchlist

Managing Your Watchlist​

To view all events you are watching:

  1. Click Watchlist in the main navigation
  2. See all favorited events, including:
    • Events you are interested in
    • Sold-out events you are watching
    • Upcoming events you have saved

Getting Notified About Open Spots​

When a spot opens on a watched event:

  1. Check notifications - Look for the "Spots Available" notification
  2. Act quickly - Other families received the same notification
  3. Register normally - Click through to the event and complete registration

Setting Up Notification Preferences​

To ensure you receive Watchlist notifications:

  1. Go to Account > Notification Preferences
  2. Find the Events section
  3. Enable Spots Available notifications
  4. Choose your preferred channels (email, push, in-app)
warning

If you disable "Spots Available" notifications, you will not be alerted when spots open on events you are watching.

For Group Leaders​

Prevent overwhelming demand:

  • Open registration at a specific time and announce it in advance
  • Consider a "members-only" registration window before opening to the public
  • Run the same event multiple times if demand is consistently high

Manage expectations:

  • Clearly state the capacity limit in the event description
  • Let families know about the Watchlist system
  • Communicate realistic chances of spots opening up

Handle special cases:

  • You can manually add members if warranted
  • Consider reserving a few spots for last-minute additions
  • Be transparent about any exceptions you make

For Parents​

Increase your chances:

  • Register as soon as registration opens
  • Add sold-out events to your Watchlist immediately
  • Enable push notifications for fastest alerts
  • Check notifications regularly during high-demand periods

Be prepared:

  • Have payment information saved for quick checkout
  • Know your availability before the event date
  • Be ready to respond quickly when notified

Tips​

  • Enable push notifications - These arrive faster than email for time-sensitive openings
  • Check event capacity early - Register before events fill up
  • Save payment methods - Faster checkout means better chances of securing a spot
  • Be patient - Popular events often have cancellations as the date approaches
  • Consider all times - Less popular time slots may have availability

Frequently Asked Questions​

Why does not Homeschool Hive use a traditional waitlist? The Watchlist system is fairer because everyone has an equal chance to claim available spots, rather than being locked into a queue position.

How quickly should I respond to a "Spots Available" notification? As quickly as possible. Other families received the same notification and spots are filled on a first-come, first-served basis.

Can I see how many people are on the Watchlist for an event? Group leaders can see Watchlist counts. Regular members can see if they have added an event to their Watchlist.

What if I miss the notification? You can still try to register. If spots remain, you will be able to complete registration.

Can the group leader manually add me to a full event? Yes, group leaders have the ability to add attendees even when an event is at capacity. Contact your group leader for special circumstances.