Manage the Waitlist: A Practical Guide for Achieventz Tournament Organizers
Find the waitlist in Achieventz, read the Queue card by sub-event, and set clear rules for capacity, priority, offers, deadlines and replacements.
Contents
The short answer
In Achieventz, the organiser guide puts the waitlist under Event → Waitlist, in the Registrations & desk area. The Queue card on that page groups waitlisted people by sub-event and shows a count for each, such as "3 on waitlist". Use that view to see who is waiting for which division or event before you offer an open spot.
The screen only shows who is waiting. Deciding who gets an open spot depends on rules you set, and those rules work best when you publish them before registration opens. That means stating your capacity limits and choosing a priority method, such as first come, first served.
The platform details here come from a brief summary of the Achieventz organiser guide. Menu names and features can change, so check them against the current guide and your own event dashboard. Nothing in this article covers payments or refunds for waitlisted entries.
Find the waitlist in Achieventz
- Open the event you are managing.
- Go to Event → Waitlist, listed under Registrations & desk.
- Find the Queue card, which groups people by sub-event.
- Check the count for each sub-event, for example "3 on waitlist", so you know where demand is backing up.
The available summary does not explain how to send offers, promote someone from the queue, or set response windows inside Achieventz. Look up those workflows in the full organiser guide rather than assuming how they work.
Set your waitlist rules before registration opens
Publishing capacity rules and a priority system before sign-ups begin heads off most waitlist disputes. Entrants know where they stand, and volunteers handling the desk have a single policy to follow. Write down each of the following decisions and share them in your registration materials.
| Decision | What to settle | Notes |
| Capacity | The maximum number of entries for each sub-event or division | Match this to how the Queue card groups people, so counts line up with your limits |
| Queue priority | How waitlisted entrants are ordered, such as first come, first served | This is your choice unless a governing body or sanctioning rule says otherwise |
| Offers | How an open spot is offered and by whom | Name one person or role responsible, so no two volunteers offer the same spot |
| Acceptance deadline | How long an entrant has to accept an offer | Pick a specific window and state it in writing; this article does not recommend a length |
| No response | What happens when the deadline passes | For example, the offer moves to the next person in the queue |
| Replacements | Whether an entrant can transfer their spot to someone else, or whether all openings go back to the queue | State whether replacements must meet the same eligibility requirements |
Work the queue when a spot opens
- Confirm the spot is actually open, for example because a withdrawal is final.
- Check the Queue card for the sub-event where the spot opened.
- Identify the next entrant using your published priority rule.
- Make the offer and record when it was sent and when the acceptance deadline ends.
- If the entrant accepts, confirm their entry and update your records.
- If they decline or the deadline passes, move to the next person and record the outcome.
Keep a simple log of each offer, response and deadline, even if the platform tracks some of it. If an entrant questions a decision, the log shows that you followed the policy you published.
Separate your choices from outside requirements
Most waitlist settings, such as priority order, offer method and acceptance window, are organizer decisions. Capacity can be different. A venue agreement, a facility occupancy limit or a sanctioning body's rules may cap entries or set eligibility conditions. Check any rules that apply to your event and venue before you publish limits, and say in your policy where a limit comes from.
What this guide cannot confirm
- How Achieventz sends waitlist offers, whether it automates promotion from the queue, or whether it enforces acceptance deadlines.
- How waitlisted entries interact with payments, fees or refunds on the platform or under your event policy.
- Priority methods beyond first come, first served. Other approaches exist, but the available source summary names only that one.
- Any rules from a specific governing body, venue or jurisdiction that apply to your tournament.
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