Capacity, waitlist & self check-in

Overview

Popular drop-in runs fill up. Set a capacity on a session and Club OS handles the rest: once it's full, new sign-ups join a waitlist, and a slot freeing up promotes the next person automatically. Members can reserve, cancel, and check themselves in from their portal, so you don't have to manage the list by hand.

Setting a capacity

Set Capacity when you create or edit the session. Leave it blank for unlimited. The roster shows slots taken versus the cap, plus how many are waitlisted.

How the waitlist works

• Registered and checked-in players hold a slot.
• When the session is at capacity, the next sign-up is waitlisted rather than turned away.
• When a slot frees up — someone cancels or you remove them — the longest-waiting person is promoted to registered and notified.

Member self-service

From their portal, members can:

• Reserve a spot in an upcoming session (they're waitlisted if it's full).
• Cancel their reservation, which frees their slot and promotes the waitlist.
• Check in when they arrive.

Self check-in only marks the member present for the session — it doesn't touch club attendance records.

Edge cases / gotchas

• Guests don't self-serve. Walk-on guests are added by an admin on the roster; self-service is for members with portal access.
• Removing a registered player promotes the waitlist. Cancelled and waitlisted players don't hold a slot, so removing them doesn't trigger a promotion.
• Capacity and fees. If the session has a drop-in fee with a public listing, capacity also drives the "sold out" state on the public page.