How to Set Up Program Registrations in Welbi

Before You Begin

• Registrations must be enabled for your community

• Programs must already be added to your calendar

• You must have Team Member – Enhanced or Welbi Admin permissions

Step 1: Set Default Registration Windows (Optional)

You can set default registration open and close windows so they automatically apply to new programs.

1. Go to Calendar

2. Select the Registrations tab

3. Choose when registrations should:

   • Open (e.g. X days before the program or before the month begins)

   • Close (e.g. at program start or several days before)

4. Click Save

Tip: Defaults can be overridden for individual programs when needed.

Step 2: Add a Program With Registration

1. Open your Calendar

2. Click the + icon or select a date

3. Choose a program template or type in the name of the program

4. Confirm program details (time, location, facilitator, etc.)

5. Click Next (instead of Create)

Step 3: Select a Registration Type

Choose one of the following registration options:

Drop-In (Default)

• No registration required

• Residents attend freely

Auto-Approval (No Capacity Limit)

• Registration required

• Unlimited seats

• Registrants are approved automatically

Auto-Approval (Limited Capacity)

• Registration required

• Seat limit enforced

• Optional waitlist

• Residents move automatically from waitlist if space opens

Approval Required

• Staff approve or deny each registration

• Best for:

  • Ticketed events

  • Accessibility requirements

  • Paired or grouped registrations

Step 4: Configure Registration Settings

Depending on the registration type, you may configure:

• Capacity limits

• Waitlist settings

• Registration open/close window

• Payment tracking (status only)

You can also add:

• Internal note (staff-only)

• Note for Registrants (visible in the Community Portal once registrations are released)

Step 5: Save the Program

Click Save & Close to add the program to your calendar with registrations enabled.

Best Practices

• Use registrations only when needed

• Leave most recurring programs as Drop-In

• Use Approval Required when staff need full control