JoomCourses - Waiting List

When a course date reaches full capacity, JoomCourses can offer users the option to join a waiting list. If a seat becomes available later, users on the waiting list are automatically notified by email.

How the Waiting List Works

1. A user tries to book a course date that is full (all seats taken).
2. Instead of a "sold out" message, they see an option to Join the Waiting List.
3. The user clicks to add themselves to the waiting list.
4. Their name is recorded in the waiting list for that specific course date.
5. When a seat becomes available (e.g., a booking is canceled or refunded), the system automatically sends a notification email to waiting list users.
6. The notified user can then return to the site and complete their booking.

Requirements

For the waiting list to work:

• Check Capacity must be enabled in Configuration > General.
• The course date must have a Capacity value set (not unlimited).
• A Waiting List Email Template should be configured.

Configuring the Waiting List

Step 1: Enable Capacity Checking

1. Go to Components > JoomCourses > Configuration.
2. Under General, set Check Capacity to Yes.
3. Save.

Step 2: Set Course Date Capacity

1. Go to Course Dates and edit a course date.
2. Set the Capacity field to the maximum number of attendees.
3. Save.

Step 3: Create a Waiting List Email Template

1. Go to Email Templates and click New.
2. Set the Type to Waiting List.
3. Write the email content, for example:

Subject: A seat is now available for {COURSE_TITLE}!

Body:
Dear {APPLICATION_SALUTATION} {APPLICATION_LASTNAME},

Great news! A seat has become available for {COURSE_TITLE}
on {COURSE_START_DATE} - {COURSE_FINISH_DATE}.

Book your place now before it fills up again:
{COURSE_URL}

Best regards,
The Training Team

1. Set Published to Yes and save.

Step 4: Assign the Email Template

1. Go to Configuration > General.
2. Set Waiting List Email Template to the template you created.
3. Save.

You can also set specific waiting list email templates per course or per course date in their respective edit screens.

When Notifications Are Sent

Waiting list emails are triggered automatically when an application's status changes to one that frees up a seat:

• An application is Canceled
• An application is Refunded
• An application is Expired

When this happens, the system checks if there are users on the waiting list for the affected course date and sends them the notification email.

Managing the Waiting List

Users Managing Their Own Waiting List

On the frontend, users can:

• Join the waiting list when a course date is full
• Remove themselves from the waiting list if they change their mind

Admin Visibility

Waiting list entries are recorded with:

• The user who joined
• The course date they're waiting for
• The date they joined the list
• Their position in the queue (ordering)

Tips

• Always set up a waiting list email template so users are notified promptly when seats open up.
• Include a direct booking link in the waiting list email using the {COURSE_URL} variable so users can immediately book.
• Monitor your waiting lists — if courses consistently have long waiting lists, consider adding more dates or increasing capacity.
• Respond quickly to cancellations — the sooner users are notified, the more likely they are to fill the open seat.