product suggestions

For a waiting list to automatically promote someone to a confirmed course place is someone cancels

it would be great if there was a workflow that automatically promotes somone to a confirmed course place (if one becomes available) and sends them an email to advise them of this.  At the moment this is a manual task and there is no way to send them a specific email to alert somone that a place is now available for them.

  • Kathryn Wenczek
  • Feb 14 2017
  • Gathering Customer Interest
  • Attach files
  • Dave Evans commented
    February 17, 2017 10:39

    The ability to promote a delegate to an free place on a course exists, your CSM will be in touch to see whether what we have meets your needs.

    Many thanks,


  • Kathryn Wenczek commented
    February 20, 2017 09:52



    Thanks for coming back to me.  I am talking to our CSM about this. I am aware that there is functionality to manually promote someone from waiting list but I was not aware that there is functionality for the system to do this as an automated task e.g. as an overnight job look at the course lists and promote someone, change their status and send them an email automatically.  In the previous system that we used this was a basic feature and it seems to be missing from AP.



  • Kathryn Wenczek commented
    March 5, 2017 09:04

    Hello  I have looked at this with my CSM.  It seems that  this process is not fully automated as an administraror needs to manually go into the system to generate an invoice so I resubmit my original suggestion is that there is a fully automated process for managing waiting lists that does not need administrator intervention.

  • Dave Evans commented
    March 9, 2017 14:26

    Thanks Kathryn, we've changed this back to gathering feedback and guage interest from other customers.

    We had looked at this in the past but the feedback we'd had was automatically generating an invoice was potentially a dangerous thing to do. Delegates might not take a waiting list booking seriously and schedule other things, you would then end up getting cancellations, have to process credit notes, promote the next delegate etc etc.  A further complication is that lot of providers don't want to just email an invoice, they want to take a payment via credit card.

    One of the options we've added to the new system is to be able to email delegates from the data grid - when a space becomes available you could potentially email all the waiting list candidates to alert them of a space, the first person to respond gets the space. We're all for automating things but we're also concious that automation sometimes has its drawbacks. 

    It would be interesting to get further feedback on this one from other users.

  • Angela Carritt commented
    March 9, 2017 15:31

    I very much support the proposal for automatic (unmediated) promotion from a waiting list to a full booking. If this is difficult to implement because of invoicing perhaps it could at least be an option for courses which are free (i.e. where there is no invoice).     

    If this is not possible, then as a minimum please could we have a mechanism to prevent people booking on a course when spaces become available due to cancellations if there is a waiting list. i.e. at the moment if you have a course with a waiting list and someone cancels then it is possible for someone else to fill that place in spite of the fact that there are a number of people already on the  waiting i.e. it is possible to jump the queue.  This happened with a number of our courses at the start of the academic year and we had a complaint about it as it is perceived as unfair.  I tend to agree with this - if you are on a waiting list, you expect to have prioirity when spaces occur otherwise there is no point in the waiting list.    Would it be therefore be possible when there is a waiting list for the software to hold any places that become available  (but obviously not to hold them where there is no waiting list).   

    From this thread I see that one solution that is proposed is to email all the candidates on a waiting list to offer them a place when someone cancels.     Our users will view this as unfair - and will want the person who is first on the waiting list to get the place.