5.10 Dealing with a waiting list

The Details section of a group record has options to specify the maximum number of members and to enable a waiting list. These act more as a guide than imposing restrictions. 

Not a separate list

When the maximum has been reached, Beacon doesn't create a separate waiting list of new applicants. Instead, they are listed in the Members section in alphabetical order (by surname) alongside existing members with a note of when they were added to the waiting list.

When sending emails to the group that contain information intended only for existing members, make sure to deselect members marked as waiting.

No automation

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 maintain the balance of sexes or to give priority to someone with particular skills.

Click the Join group link to remove the "Waiting since" note from the member's record.

Removing someone no longer interested in waiting

If someone on the waiting list decides they're no longer interested in waiting, simply remove them from the group in the normal way by clicking "remove".

Changing the maximum number

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

 

An alternative approach to Waiting Lists

Please note that if you have waiting lists for your group, those on the waiting list will appear in the list of Group’s Members. If you want to send an email to only those in the group then you will need to de-select those with Waiting under their name.

We are aware that some u3as adopt the following process to help with this situation.

One alternative method is to create a second (dummy) group and set the max in the group to 1. Add the existing Group leader to give them access to this second Group. If you then add people who want to join the waiting list. This allows you to still retain the useful “date of application facility” but now you can email all in the original group and still communicate with those on the waiting list.

Revision History

v1	2021-05-17	David Powers	First version.
v2	2022-11-23	John Alexander	Add optional approach to Waiting lists