5.10 Dealing with a waiting list

The Details page of a Group Record has options to specify the maximum number of members, to enable a Waiting List and choose whether or not waiting members are displayed by default. These act more as a guide than imposing restrictions. 

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Not a Separate List

When the maximum number in the Group has been reached, Beacon doesn't create a separate Waiting List of new applicants. Instead, they are listed in the Group Members page alongside existing members with the date that they were added to the Waiting List.

You can choose to display Joined Members and/or Waiting List Members using the tick boxes at the top of the page. 

To view waiting members only, untick the Joined members box at the top of the page:  

Alternatively, clicking the blue Waiting column heading sorts the list by length of time waiting with the oldest waiting first:

These options can be helpful when sending an email to Group members as you may want to vary the email content for Waiting List members.

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No Automation

If your u3a has enabled it, members may join Interest Groups through the Members Portal as described in 10.2.2. You will receive an email notification when this happens. If your Group has a Waiting List the member will be added to the Waiting List (irrespective of whether or not the Group has reached the maximum number of members set on the Group Details page). 

When someone leaves the Group, Beacon doesn't automatically add the person who has been waiting the longest to the Group. This gives Group Leaders the freedom to choose whom to promote. For example, you might want to give priority to someone with particular skills.

• To move someone from the Waiting List to the Group, click join group: 
  
• If someone on the Waiting List decides that they no longer wish to wait, remove them from the Group by clicking remove. 
   

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Changing the Maximum Number

Changing the Max members field in the Group Details page has no effect on the way members are listed in the Group Members page.  

 

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Revision History

v1	2021-05-17	David Powers	First version
v2	2022-11-23	John Alexander	Add optional approach to Waiting lists
v3	2023-10-25	John Alexander	Update to new Waiting list approach
v4	2025-05-28	Graeme Bunting	Updated image with new tick box 'Display waiting list by default'
v5	2025-08-01	Roy Biggs	Add "join group"
v6	2026-02-27	Graeme Bunting	All images updated and text updated accordingly.
v7	2026-07-17	Graeme Bunting	Added that members joining through the Members Portal are first added to the Waiting List (if enabled).