Waiting Lists

Once a walk becomes full it is necessary to establish and manage a waiting list for the walk. This not currently a part of WebCollect and so is largely a manual process.

Nobody can book (not even administrators) on a walk that is full.

Close the Walk

Once a walk is full and you want establish a waiting list you need to change the sell to date to a date in the past to close the walk from online bookings. This because you need full control on who gets seats made available by cancellations. You don’t want members booking on line taking a seat that you are trying to allocate the seat to members on the waiting list.

Establish a Waiting List

The waiting list can be an entirely manual affair with members contacting the booking secretary asking to be added to the list. Or we can use WebCollect to manage the list giving members the chance to add themselves.

The remainder of this section is about how to set this up in WebCollect.

Add a Waiting List Date

Adding this is exactly the same as the regular walk date but with a few small differences

1. There is no need to set a capacity.
2. The description should be the same as for the real walk but with - Waiting List appended. Add it exactly like this so that any reports can correctly identify what it is.
3. The sell to date should be set to the day before the walk.

Add a Price

There is no charge for going on the waiting and so we need to apply a fee of £0.00

If it doesn’t already exist we need a price for waiting list. Note this only needs to done once for the whole years programme when the first waiting list is established.

Clicking on the green + sign along side the last price opens up a new price entry click save and take look at the preview At first this seems a little strange. We being asked to pay either £12.50 or nothing fo a walk.

Now think in terms of a theatre club where multiple prices for tickets might apply to a performance e.g. adult, child, concession etc. and these might be restricted e.g. child ticket only available for the matinee performance.

The following section is all about how we restrict certain prices to certain dates.

Setting Price combinations

Tip

This may seem a little daunting at first but is well worth understanding because if we were to raise the walk fee in the middle of a walks programme then this how we would manage which fee would apply to which walks.

Once an additional price has been added then an extra column is added to the combinations section of the page Each checkbox controls whether a price is applicable to a particular date. Hover over a checkbox and the system shows what this apples to Uncheck for combination that don’t apply. In our use of the system each date should only have on entry checked. Click save when you’re done and check the preview.

Caution

If when you check the preview there is a still a reference to stage 2 and think that you have followed the instructions above then this maybe because of past walks. If a new price has just been added then the combinations need to be updated for all dates in the programme. Click on show past dates and uncheck the new price on the past walks

Note

Once more than one price exists than combinations need to set for all new dates added to the system. The row in combinations for the new date only gets added once the new date has been saved.

Move from the Waiting List

Once a seat becomes available then it needs to allocated to a member on the waiting list.

1. The members on the waiting list need to be contacted in turn and offered the seat.
2. If managing the list with WebCollect then waiting list order can be cancelled before payment.
3. A booking for the walk needs to be created via admin checkout on before of the member. Note they can’t book themselves because the walk is closed. When confirming that they want the seat ask how they want to pay so you can select the correct option.