Manage the Waitlist on the Registrations Page

Applies to: Event organizers

Once an event fills up, the waitlist becomes part of your daily routine. Everything here happens on the Registrations page. For how caps work and when Hajime promotes people on its own, read Event Seats and the Waitlist.

Find the waitlist

Open your event and choose Registrations in the event menu. The header shows a running summary, for example how many athletes are registered, checked in and waitlisted.

When at least one athlete is waiting, a panel appears at the bottom of the page titled Waitlist, with the number of athletes in brackets. Each row shows:

• the position in line (#1 is next)
• the athlete's name and contact details
• the reason they are waiting: Event full or Speciality full
• the specialities they asked for
• when they registered

The panel can be collapsed with the arrow at its right edge, and Hajime remembers your choice for that event.

[Screenshot placeholder: the Waitlist panel with three athletes, the reasons and the Promote next button]

Free a seat

Seats come back when you take an athlete out of the active roster. From the Registrations table you can:

1. Click Withdraw on a row and confirm.
2. Click No show for an athlete who did not turn up.
3. Select several rows and use Withdraw in the selection bar to clear many at once. Hajime asks you to confirm with Withdraw selected registrations?

Before brackets exist, each freed seat promotes the next person in line automatically. You do not need to do anything else. The page refreshes and the waitlist shrinks.

Promote the next athlete yourself

Sometimes you want to move someone up before a seat frees, for example to cover an athlete you expect to miss weigh-in.

1. In the Waitlist panel, click Promote next.
2. Read the prompt. If there is room it asks whether to promote the next athlete to a confirmed slot. If the event is at capacity, the prompt turns into a warning that promoting will exceed the participant limit.
3. Click Promote to confirm.

Hajime always takes the athlete at the top of the list. You cannot pick someone from the middle. A message tells you whether it worked, or that nobody is on the waitlist.

A promoted athlete lands in Pending. Use Confirm on their row, or Confirm all, to move them to confirmed. On events that require online payment, the promoted athlete also gets 24 hours to pay before the seat is released again.

Promoting by hand is a deliberate override and ignores the cap. Use it knowing the event can end up above its limit.

Restore someone who was withdrawn

Withdrawn and disqualified rows show a Restore button. The confirmation says Restore this registration to confirmed? When the event is full, it warns that restoring will exceed the participant limit. Restoring does not take anyone off the waitlist, so you can end up over the cap if you are not careful.

After brackets are generated

When you generate brackets, the panel is renamed Standby, and it explains that these athletes were not admitted but stay on standby. A Late Registration button appears next to Promote next. To fill a vacancy in a division that already has a bracket, use Late Registration: the standby athletes are offered there, in order.

If you prefer Hajime to handle vacancies before the event starts, turn on Auto-fill vacancies from standby until the event starts. You find it in the event form under Policies, in the Participation group. With it on, a withdrawal or promotion before the start regenerates the affected bracket, and athletes receive one daily summary instead of a message per change. The details are in Event Seats and the Waitlist.

What the athlete is told

Every promotion, automatic or through Promote next, sends the athlete an in-app notification and an email titled "You're off the waitlist" with your event name. If payment is required, the message includes the payment deadline. For minors, linked guardians receive a copy. To reach several athletes at once, send an event broadcast to the right audience.

Common questions

Can I reorder the waitlist? No. It follows registration order.

Why does an athlete show as waitlisted for one speciality only? Each speciality has its own cap. The Speciality full label tells you which kind of limit is holding them.

Why did Promote next say nobody is on the waitlist? Another organizer or an automatic promotion may have just emptied it. Refresh the page and check the header count.