Capacity and waitlists help you control how many players can join a specific registration and what happens once that limit is reached. Capacity is set at the registration level, and each registration can have its own limits and waitlist behavior.
This article covers:
How to set registration capacity
How to enable a waitlist
How to approve players from the waitlist
How to notify approved waitlist players
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Registration Capacity
Where to manage capacity
Capacity is configured on each registration in the Max Capacity step of the registration setup flow.
Navigate to Programs in the left navigation menu.
Select a Program, then click into the Registration you want to manage.
Click the Max Capacity tab.
All settings in this step apply only to that specific registration.
Capacity Settings
Helper text:
If the registration has a total max capacity, please enter that number below. If there should be a waitlist, that can be enabled here as well.
Fields:
Total Max Capacity (optional)
Sets the total number of registrations allowed for this registration.
This count is inclusive of cancelled registrations.
Capacity is per registration, not across multiple registrations in the same program.
If left blank, the registration does not enforce a hard numerical limit (beyond whatever you manage operationally).
Enable Waitlist (optional checkbox)
If checked, the system opens a waitlist once Total Max Capacity is reached.
If unchecked, new registrations are blocked once capacity is hit, with no waitlist option.
Show homepage message when “X” spots are remaining (optional)
Displays a low spots message on the homepage once remaining spots reach the number you set.
Example:
Capacity = 50, message at “10” → once 40 registrations are in, the low spots message begins displaying.
Camps & Clinics Context:
In Camps & Clinics Programs, capacity behaves differently because registrations represent event schedules.
Here, capacity is enforced per event date created under that registration’s schedule.
A specific date within a registration can reach capacity even if other dates remain available, and full session registrations cannot be accepted if any included event date is full for that session.
Advanced Capacity Settings
Helper text:
If the registration has max capacity rules by birth year, gender or team - that functionality can be enabled here. Please note: Max capacity by team can only be setup for registrations that include teams. If the registration does not include teams, then max capacity can be setup by birth year and/or gender.
Field:
Configure Capacity Rules (optional)
Allows you to set more granular limits by:
Gender and/or Birth Year, and/or
Team(s) (only when the registration includes teams)
Once selected, you can configure multiple capacity rules, as long as they do not overlap in criteria. For example:
Limit players in certain birth years to a specific count
Limit capacity per team when teams are attached to the registration
These rules work alongside Total Max Capacity, giving you both an overall ceiling and specific group level controls.
Enable a Registration Waitlist
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The waitlist is enabled at the registration level and only functions when a Total Max Capacity is set.
Steps to enable a waitlist
Navigate to Programs in the left navigation menu.
Select a Program, then click into the Registration you want to enable a waitlist for.
Click on the Max Capacity tab.
Enter a Total Max Capacity, select the Enable Waitlist checkbox, and click Save.
Once enabled:
When the number of completed registrations reaches Total Max Capacity, new registrants will be placed on the waitlist instead of being fully registered.
You can later review and approve players from this waitlist when space becomes available.
Approve Players from a Waitlist
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Use the Registration Waitlist page to review and approve players who are waiting for a spot.
Steps to approve players
Navigate to Programs >> Registration Waitlist in the left navigation menu.
Use the checkbox next to each player’s name to select the player(s) you want to open a spot for.
You can also use the filters at the top of the page to filter by specific Program and/or Registration and click Search to narrow down the list of waitlisted players.
Click Open Registration.
Adjust the Special Registration window, add a Note for each player if needed, and click Open.
What this does:
Opening the registration for a waitlisted player creates a special registration window for them to complete their registration.
At this stage, the player moves from “waiting” to “approved to register,” but they still need to complete the registration flow within the defined window.
Notify Approved Waitlist Players
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Notifying approved players is an optional step, but highly recommended so families know a spot has opened and how to complete their registration.
Steps to notify approved players
Navigate to Programs >> Registration Waitlist in the left navigation menu.
Toggle to the Approved tab at the top and use the checkbox next to each player’s name to select the player(s) you want to notify.
Click Notify Player(s) at the bottom of the page.
Craft your notification email and click Send.
Notes:
You can use Sprocket’s Email Assistant to quickly generate the email content:
Above the email body, click “Do you want assistance writing this email?” and enter a prompt.
This notification step does not affect capacity or waitlist status; it simply informs approved players that their special registration window is open and prompts them to complete their registration.
Summary
Capacity is managed per registration, using Total Max Capacity, optional low spots messaging, and Advanced Capacity Settings for specific groups.
Waitlists are enabled on the Max Capacity tab by setting a capacity and checking Enable Waitlist.
Registration Waitlist under Programs gives you a single place to:
Review waitlisted players
Open Registration and define special registration windows
Optionally notify approved players via email
Together, these tools help you protect session limits, control who can join when spots are tight, and keep communication clear for families waiting for a chance to participate.
FAQs
Why can’t families join the waitlist?
The waitlist only functions when a Total Max Capacity is set and Enable Waitlist is checked at the registration level.
Does the waitlist open automatically?
Yes. If Enable Waitlist is checked, the system opens a waitlist once Total Max Capacity is reached.
What does “Open Registration” do for a waitlisted player?
It creates a special registration window for that player to complete registration within the defined time window.
Do I have to notify approved waitlist players?
Notifying is optional, but highly recommended so families know a spot has opened and how to complete their registration.
Why does a Camps & Clinics registration show as full if total capacity hasn’t been reached?
In Camps & Clinics Programs, capacity is enforced per event date — not only at the overall registration level.
If a specific scheduled date reaches its maximum capacity:
Drop-in registrations for that date will close
Full session registrations that include that date cannot be accepted
This can cause the registration to appear unavailable even if other dates in the session still have space.
Does the waitlist apply per event date in Camps & Clinics?
Waitlists are managed at the registration level.
If a specific event date is full, administrators must review capacity and adjust availability as needed. The system does not create separate waitlists per individual event date.
Can I prevent drop-ins from filling dates before full sessions?
Yes. Best practices include:
Opening session registration first
Delaying drop-in availability
Monitoring early registration trends
This helps protect space for full-session participants if that is your priority.