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Waitlist & Standby

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Meeting Waitlist: How it Works How the Waitlist Works with Standby Meeting Standby: How It Works How to Open Seats for Standby

Meeting Standby: How It Works

Fill empty seats with waitlisted members

Meeting Standby gives waitlisted members a second chance to join your meeting when seats open up, usually because of no‑shows. Members who were already on the waitlist can enter a virtual Standby Room, where they wait to see if a seat becomes available. You choose whether to offer seats and how many.

Standby is designed to be simple, fair, and time‑limited so you can focus on facilitating your group.

Standby Workflow

Meeting Standby creates a simple, time‑limited flow that connects waitlisted members with any seats that become available at the start of a meeting. Here’s how the process works between members and Peer Supporters:
    1. Members on the waitlist enter the Standby Room
      Ten minutes before the meeting begins, waitlisted members see a Join Standby button and can enter the Standby Room.
    2. Members wait for seats to be offered
      While in the Standby Room, members see real‑time updates indicating whether seats are being offered.
    3. The Peer Supporter determines how many seats can be offered
      Opening seats is optional. The Peer Supporter decides whether seats are available based on attendance and meeting capacity.
    4. The Peer Supporter enters the number of seats to open
      In the Standby Management page, the Peer Supporter inputs the number of seats to offer during the 20‑minute Standby window.
    5. Seats are offered to members in the Standby Room
      Seats are offered automatically in waitlist order, but only to members who are currently in the Standby Room.
    6. Members must accept the seat to join the meeting
      When invited, a member has 2 minutes to accept the seat.

    Activation

    Standby activates automatically when the Enable Waiting List option is turned on for a meeting.

    You can enable the waiting list when creating or updating a meeting on the following pages:

    • Create a new meeting
    • Update Meeting

    The Standby Window (20 Minutes Total)

    The Standby Room is only available during a specific time window:
    • Opens: 10 minutes before the scheduled meeting start time
    • Closes: 10 minutes after the meeting begins
    This creates a 20‑minute window where waitlisted members can enter the Standby Room and accept seats.

    Once the Standby Room closes:
    • Members cannot enter
    • Members cannot accept seats
    • Peer Supporters cannot offer seats

    Who Can Enter the Standby Room 

    Only members who were already on the waitlist can enter the Standby Room.

    Members who were not on the waitlist will never see the Join Standby option.

    How Members Enter the Standby Room

    Ten minutes before the meeting starts, waitlisted members see a Join Standby button on their My Meetings page.
    Clicking on the Join Standby button brings the member into the Standby Room. There they wait for seats to become available.

    If they arrive too early or too late, they will not see the Join Standby option.

    What Members Experience in the Standby Room

    Members in the Standby Room see real‑time updates based on your actions as a Peer Supporter.

    Before seats are offered
    Members see a message indicating that the system is monitoring for open seats.

    When seats are being offered
    Members see a message indicating that seats are available.

    When a seat is offered to them
    The message changes to You are Invited, and they see a Join button. They must click Join to accept the seat and complete registration.

    Seat Offering Logic

    When you open seats, the system offers them automatically in waitlist order to members who are currently in the Standby Room.

    2‑Minute Seat Hold
    When a member is offered a seat:
    • The seat is held for 2 minutes
    • Only that member can accept it during the hold
    • If they do not click Join within 2 minutes, the seat is released
    • The seat is then offered to the next person in waitlist order
    • This continues until someone accepts or no one else is in the Standby Room

    Closing Behavior

    The Standby Room closes automatically 10 minutes after the meeting starts. After that point:
    • Members cannot enter
    • Members cannot accept seats
    • Peer Supporters cannot offer seats

    Next Step: How to Open Seats for Standby
    To learn how to open seats and to see what members experience when you do, continue to:
    How to Open Seats for Standby

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