Registration and payments

How to Manage a Registration Waitlist

Set registration capacity, enable a waitlist, review queued submissions, and promote a registrant without overfilling the season.

By LeagueArc Product Team Reviewed by LeagueArc Product Operations Last updated 2026-08-09 8 min read

The short answer

Set the season capacity and enable its waitlist before registration opens. When capacity is reached, review waitlisted records in Registrations and promote them only when a real place is available. Confirm any payment and waiver steps after promotion instead of treating the queue as a paid roster.

Before you start

Administrator access.
A season registration capacity.
Waitlist enabled in the same registration setup.
A documented priority and promotion policy.

Step-by-step instructions

Set capacity

Enter the maximum supported participants or teams for the season and validate it against venues, schedule, and staffing.

Enable the waitlist

Turn on the waitlist and write clear public text explaining that joining it is not the same as receiving a place.

Monitor the queue

Filter Registrations by waitlist status and review submission time, eligibility, payment state, and any league-specific priority.

Create a real opening

Confirm a cancellation or capacity increase before promoting anyone. Avoid temporarily exceeding capacity just to send an offer.

Promote deliberately

Use the supported promotion action and communicate the response deadline, remaining payment, and required waivers.

Reconcile status

After the deadline, confirm the registrant is approved and paid or return the opening to the queue according to policy.

What success looks like

Capacity and waitlist records remain aligned, with promotions made inside the correct season and followed through payment and approval.

Common errors and fixes

New signups are blocked instead of waitlisted

Confirm the waitlist is enabled for the same season and public registration type.

A promoted person cannot pay

Check the promotion status, registration dates, payment provider, and remaining balance.

Capacity is exceeded

Stop promotions, reconcile approved registrations, and change capacity only when the league can support the additional place.

Where this lives in LeagueArc

Product area: Registrations
Access: Administrators manage; public users join
Records affected: Season capacity and Registration waitlist, approval, and payment states
Data boundary: The active organization, league, and season