The OPSCOM Managed Waitlist system automates the process of assigning available permits to waitlisted users. When a permit becomes available, the system reserves it, notifies designated administrators, and allows them to assign it to a user, who then has a specific timeframe to complete the purchase before the permit is released back to the waitlist.
### Setup & Configuration 1. Hover over **System Configuration** and click **System Settings**. 2. Click the **Permits** tab. 3. Find and enable the **Enable Managed Waitlist** checkbox. 4. Enter admin emails into the **Waitlist Email Managers** field. Multiple email addresses can be separated by commas. These email addresses will be notified when a permit becomes available for waitlisted users. 5. Enter the amount of time that is being given to users to purchase permits in the **Waitlist Reservation Duration** box. This value is measured in days.Enabling the Managed Waitlist setting makes the core waitlist system active, but you must still enable waitlists on individual lots for them to be used.
##### Enabling Waitlists on Individual Lots - **Enabling Waitlists for Lots**: Instructions for enabling waitlists for specific lots can be found on the [**Pricing & Lot Admin**](https://opscom.wiki/books/the-opscom-admin-portal/page/pricing-and-lot-admin) page, under the **Standard Permits** section. Waitlists can be set up for individual lots or configured as grouped waitlists that cover multiple locations. - **"Only Allow Waitlist after lot is Full" Setting**: This setting determines whether users will see the option to join a waitlist even before all permits for a designated lot are sold out, or only once the lot reaches full capacity. ##### User Side Setup and Experience You can configure the option to allow users to see their rank on the waitlist or not. To do this, follow the steps below: 1. Hover over **System Configuration** and click **System Settings**. 2. On the **Permits** tab, find and enable the **Show Waitlist Rank** checkbox. 3. Refer to [this page to see the User Experience](https://opscom.wiki/books/OPSCOM-user-portal/page/viewing-your-waitlist-position). The Managed Waitlist emails sent to users now include both the purchase deadline **date and time** to prevent users from losing their spot. ##### Waitlist Email Templates There is a standard email template you can configure for communicating with your users. To learn more about working with email templates, [refer to this wiki article](https://opscom.wiki/books/setup-configuration-for-admins/page/email-templates). ### Working with the Managed Waitlist ##### Assigning a User a Permit from the Waitlist When a permit becomes available in a lot with a waitlist the admin will be notified via the email address that was setup for **Waitlist Email Managers**. The permit will be reserved for assignment to users on the waitlist. To assign the permit to a specific person on the waitlist, follow the instructions below. 1. Go to **Parking Management,** then **Waitlists,** and click **Waitlist**. 2. On the **Waitlist** screen, select **Assign** to associate the selected user to the permit you wish them to have. ##### Releasing or Extending an Assigned Permit If the amount of time you set in the **Waitlist Reservation Duration** passes and the user hasn't purchased a permit, the admin will be sent an email. The admin has the option to **Release** the permit, so that it can be assigned again or to **Extend** the users time to pay for the permit. To do this: 1. Return to the **Waitlist** page, and select the Permit icon beside the username. 2. From the **Parking Permit Information** page, select **Release Permit** or click **Extend** to add 10 more days. ### Additional Waitlist Management Actions - The **Remove Selected From Waitlist** button allows administrators to remove individual or multiple records from the waitlist. - The **Email All Listed Users** button allows administrators to send a single email message to all users currently displayed in the table. - The **Email Selected Users** button allows administrators to send an email only to those users they have individually selected. - The **Export to Excel** button exports the entire waitlist table as an Excel spreadsheet for further analysis or external use. --- ### Best Practices & Considerations - **Clear Communication**: Customize the **Waitlist Selected** email template to clearly inform users about the permit offer, the purchase deadline, and next steps. - **Defined Process**: Establish internal procedures for managing permit offers, extensions, and removals from the waitlist to ensure consistency and fairness. - **Monitor Email Managers**: Ensure the email addresses in **Waitlist Email Managers** are actively monitored by the appropriate staff to facilitate prompt assignment and follow-up. - **Waitlist Reservation Duration**: Set a realistic and fair reservation duration, balancing user convenience with the need to quickly reassign permits if offers are not taken up. - **Leverage Reporting**: Use the **Waitlist Report** and export features to analyze demand, identify trends, and refine your permit allocation strategies.