Released on April 22, 2019


Many of our customers have requested the ability to limit attendance on Activities and maintain a Waitlist during the RSVP process. With this release, we deliver on this request. Organizers can now set upper limits for attendance on each Activity and add an optional Waitlist to keep track of participants who would like to attend if spaces open up. The Attending Limits and Waitlist features features are available for our Pro and Premier paid plans.


Additionally, with this release, we add the ability to mark custom fields as private or public, with all new custom fields marked as private by default. Event participants viewing details for each of the attendees will now only be able to see custom fields marked as Public. The organizers will be able to view and use all custom fields (public or private) throughout the Eventene web app, specifically in the management of Groups and Sections, in Track Individual, and in Assignments. The Private / Public field settings are available on any paid plan.


Web App

  • Groups & Sections
    • Layout
      • Users can now set each Custom Field as Private or Public. Previously, all custom fields were Public.
      • Custom Fields that are marked Private will not be visible to Event Participants using the Mobile App or the Web Response Forms. They will only be able to view Custom Fields marked Public.
      • By default, any new Custom Fields will be marked Private
      • The Layout page for Groups & Sections now includes several new actions
        • Custom Field actions
          • Make Public - changes a Custom Field's visibility from Private to Public
          • Make Private - changes a Custom Field's visibility from Public to Private
        • Field Set actions
          • Make All Fields Private - sets all Custom Fields within a particular Field Set as Private
          • Make All Fields Public - sets all Custom Fields within a particular Field Set as Public
      • Following is a screenshot showing a few sample Custom Fields that are marked Private, denoted with the "lock" icon.
  • Events
    • Attendance Limit
      • When creating a new Activity, users can now limit the number of people, who can attend. 
      • This new option to limit the attendance becomes available when the setting for Determine Attendance is set to "Ask if Attending" (not as "Link Attendance")
      • Users have three options for setting an Attendance Limit
        • None - default option. No attendance limit set for the Activity.
        • Select Places
          • If the Activity has an associated Section, users can select one or more Places to set the attendance limit. 
          • For example, if the user selects a Place with 4 spots and another Place with 6 spots, then the attendance limit will be to set to 10.
        • Custom - Users can type in a specific number to limit the attendance
    • Add a Waitlist
      • When an Attendance Limit is set, the system will automatically maintain a Waitlist that will keep track of the people, who would like to attend if more spots become available.
      • The user will have the option to turn off the Waitlist, if desired. Following are the two options for a Waitlist.
        • Yes - when the Waitlist option is turned On, event participants will see that an Activity is full during the RSVP process and have the option to join the Waitlist.
        • No - when the Waitlist option is turned Off, event participants will see that an Activity is full during the RSVP process and not be allowed to attend. If a Spot becomes available in the future, participants could return and RSVP as attending.
    • The following screenshot shows the setting for the Attendance Limit and Waitlist
  • Track
    • Support for Waitlists on Track Overview pages
      • When an Activity has an Attendance Limit set, the Attendance block on the Track Overview page will display "Yes" values along with the number of people on the Waitlist.
        • For example, if there are 5 people attending and 2 people on the Waitlist, the user will see 7 (2), with 7 representing the total potential number of attendees (attending + waitlisted).
  • Assign
    •  Assignment Settings
      • General / Waitlist
        • The Assignment Setting page contains a new option to choose how People move off the Waitlist, if any Spots become available.
        • When an Attendance Limit is set, anyone signing up to attend after the limit is reached will be placed on the Waitlist.
        • This option allows the user to determine what happens to People on the Waitlist if and when a Spot opens up. 
        • Note that Spots can open up in one of two ways
          • People already attending deciding to no longer attend
          • The user removes or raises the attendance limit
        • The Waitlist Movement option contains two settings
          • Automatic (default)
            • If and when a Spot opens up, the person at the top of the Waitlisted section will move automatically to the Attending category of the Unassigned People area.
            • Note that the system will not automatically assign that person to a Place.
          • Manual
            • If and when a Spot opens up, everyone on the Waitlist remains. No one is moved automatically.
            • The manual setting is for users, who wish to control which person(s) on the Waitlist should be changed to Attending, if and when Spots open up after an Attendance Limit is reached.
            • If and when Spots become available, the user can assign anyone in the Waitlisted section directly to a Place, which will automatically move that person off the Waitlist. Alternatively, the user could move anyone from the Waitlisted section to the Attending category within the Unassigned People area.
            • Importantly, if anyone remains on the Waitlist, it will not be possible for any event participant to RSVP as Attending (using the mobile app or a web response form), even if Spots become available after the Activity had already filled up. To maintain fairness, the system will prevent anyone trying to "jump" the Waitlist line by watching for Spots to open up in the Activity.
    • Assignments
      • Spot Counter
        • A new Spot Counter now appears at the top of the Assignments page, displaying the number of Spots filled across all the Places within the Section of the Activity.  
        • The Spot Counter takes the form of "8/10", as in 8 Spots filled out of 10 Total Spots. As the user assigns People into Places, the Spot counter will update.
        • If there is no attendance limit set, the Total Spots will be the sum of all the Spots across the Places in the Section. If an an Attendance Limit has been set, however, the Total Spots will be the limit set by the user. To indicate when a limit exists, a special icon will appear.


Webforms

  • Questions
    • Support for Attendance Limits and Waitlists
      • Each Activity will report how many Spots are remaining, if they are set to limit Attendance
      • When an Activity is full, the participant can choose to be added to the Waitlist
  • Other Minor Fixes
    • Fixed an issue when saving the Event to personal calendars. In some cases, the system generated .ICS files with shifted start/end times by the value of the user's timezone setting. This has been corrected.


Mobile App

  • Questions
    • Support for Attendance Limits and Waitlists
      • Each Activity will report how many Spots are remaining, if they are set to limit Attendance
      • When an Activity is full, the participant can choose to be added to the Waitlist
  • Attendees
    • Support for Private / Public settings on Custom Fields
      • When a participant opens up a person's details, only the Custom Fields marked Public will appear. Fields marked Private will be hidden.
  • Other minor Fixes
    • During Log In, sometimes the on-screen keyboard would drop away after every keystroke
    • Custom fields with multiple values now appear separated by commas (",")