How to Manage Program Registrations and Waitlists in Welbi

Step 1: Open the Registrants List

1. Click the program on your Calendar

2. Select the Registrants tab

Step 2: Register Residents Manually

Until residents can self-register, staff can:

• Register residents, guests, and care circle members

• Waitlist residents, guests, and care circle members

• Deny registrations

Changes appear in orange until you click Save.

Note: Automatic emails (registered, waitlisted, denied)are sent only after you save changes.

Step 3: Manage Capacity and Waitlists

• View filled seats, open seats, and waitlist count

• Enable or disable waitlists (depending on registration type)

• Manually move residents from the waitlist when needed

Step 4: Track Payment Status (Optional)

For programs requiring payment:

• Enable Has Paid tracking by clicking on the square icon with three dots and checking the column
  

• Mark payment status per resident

• No payments are processed in Welbi, this is more for your team to keep track of payment status

  

  
  
  Note, you must enable 'Payment Status' in registration settings in order to enable it on the registrants page
  
  
  

Step 5: Update or Remove Registrations

You can:

• Unregister residents who can no longer attend

  

• Deny registrations with a reason

• Add staff or community portal notes (note that registrations for programs is not enabled yet in the community portal so for now, you can use staff notes to record internal notes)

Important Notes

• Registration does not replace attendance
  Attendance must still be documented after the program

• Large events can use “Mark All Attended” during attendance

When to Use Registrations

Registrations work best for:

• Outings

• Limited-space programs

• Ticketed events

• Meal planning and headcounts