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Managed Waitlist

The OPSCOM Managed Waitlist system automates the process of assigning available permits to waitlisted users. WhenIts aprimary permitpurpose becomesis available,to thereserve systemavailable reservespermits, it, notifiesnotify designated administrators, and allowsallow them to manually assign itthe permit to a user,user who then haswithin a specific timeframe to complete the purchase before the permitit is released back to the waitlist. This article is intended for OPS-COM administrators responsible for managing parking inventory and waitlists.

Setup &and Configuration

Before utilizing the managed waitlist, administrators must enable the core system settings and configure waitlists for individual lots.

Admin Side:

  1. Hover over System Configuration and click System Settings.

  2. Click the Permits tab.

  3. Find and

    Enable enablethe 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 explicitly enable waitlists on individual lots for them to be used.

Enabling Waitlists on Individual Lots
Lots:

  • Enabling Waitlists

    Instructions for Lots: Instructions for enablingenabling waitlists for specific lots can be found on the  Pricing & Lot Admin  page, under the the Standard Permits  section. Waitlists cancan be set up for individual lots or configured as grouped waitlists that cover multiple locations.

  • Configure the "Only AllowAllow Waitlist after lot is Full" SettingFull: This setting determinesto determine 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.

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
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 thisthe wikiWaitlist articleEmail Templates article.

User Side:

Administrators can configure the option to allow users to see their rank on the waitlist via the public portal.

  1. Hover over System Configuration and click System Settings.

    Working

    2. with

  2. Navigate to the Permits tab and enable the Show Waitlist Rank checkbox.

To see exactly how this appears to the end-user, refer to the User Experience page.

The Managed Waitlist

emails sent to users automatically include both the exact purchase deadline date and time to prevent users from losing their spot due to confusion.

Using this Feature

Administrators can use the following instructions to manage waitlist assignments, process extensions, and communicate with users.

Assigning a User a Permit from the Waitlist

When a permit becomes available in a lot with a waitlistwaitlist, the admin will be notified via the email addressaddresses thatset wasup setupin forthe Waitlist Email Managers. field. The permit will be actively 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

    Hover over  Parking Management,Management then, hover over Waitlists,Waitlists, and click Waitlist. 

  2. On

    Click the WaitlistAssign screen,button select Assign to associate the selected user to the permit you wish them to have.have on the Waitlist screen.

Releasing or Extending an Assigned Permit

If the amount of time you set in the Waitlist Reservation Duration passes and the user hasn'thas not purchased a permit, the admin will be sent an automated email. The admin then has the option to Releaserelease the permit,permit so that it can be assigned againagain, or to Extendextend the usersuser's time to pay for the permit. To do this:pay.

  1. Return to the Waitlist page,page and selectclick the Permit icon beside the target username.

  2. From

    Click the Parking Permit Information page, select Release Permit button to remove the association, or click the Extend button to add 10 more days.
    days directly from the Parking Permit Information page.

AdditionalAvailable Actions and Buttons

Administrators can utilize the following buttons from the main Waitlist Management Actionsscreen:

  • The

    Remove Selected From WaitlistWaitlist: Click this button allowsto administrators tocompletely remove individual or multiple records from the waitlist.

  • The

    Email All Listed UsersUsers: Click this button allows administrators to send a singlesingle, bulk email message to all users currently displayed in the table.

  • The

    Email Selected UsersUsers: Click this button allows administrators to send an email only to those specific users theyyou have individually selected.

  • The

    Export to ExcelExcel: Click this button exportsto export the entire waitlist table as an Excel spreadsheet for further analysis or external use.record-keeping.

Best Practices &and Considerations

  • ClearEstablish Communicationclear communication:: Customize the Waitlist Selected email template to clearly inform users about the permit offer, the purchase deadline, and next steps.

  • DefinedCreate Processa defined process:: Establish internal procedures for managing permit offers, extensions, and removals from the waitlist to ensure consistency and fairness.

  • Monitor Emailadmin Managersinboxes:: Ensure the email addresses defined in Waitlist Email Managers are actively monitored by the appropriate staff to facilitate prompt assignment and follow-up.

  • WaitlistSet Reservationa Durationrealistic reservation duration:: Set a realistic and fair reservation duration, balancing user convenience with the administrative need to quickly reassign permits if offers are not taken up.

  • Leverage Reportingreporting tools:: Use the Waitlist Report and export features to analyze demand, identify trends, and accurately refine your permit allocation strategies.

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