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Feature idea: Limit for number of participants and waiting list

Started by Urs Metz in Agorakit : Users & developers January 28, 2026 6:54 PM

Hi,

first: if this feature idea should go into an already existing discussion thread or on GitHub as an issue: just let me know (I looked through the documentation and there the discussion page was linked as the place to talk about feature ideas).

I propose that events should have an optional limit for the number of participants (that is the number of people that can be signed up for it). For certain kinds of events that is need either because the venue only provides room for a certain amount of people or the activity can only be run with a set maximum number of people.

With such a feature in place a waiting list for an event might be interesting: when the maximum number of sign ups is reached, new applications go onto the waiting list. If a signed up person cancels the application the first entry from the waiting list gets the now free spot.

What do you think about this feature idea? If you find it valuable I could try to implement it (with the caveat that I'm not very used to PHP) or at least help implementing it.

Kind regards,

Urs

Agorakit (Philippe)
January 29, 2026 3:45 PM

This is indeed a good idea that could be implemented.

Could you write in as much details as possible how this would work? For example, I think it would be nice to allow non group members to attend an event. This needs some logic to verify their email and create a limited user account.

Do you need this as well or am I overthinking it ?


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agorakit.org

Urs Metz
January 31, 2026 4:58 PM

Allowing non-group member to attend an event wouldn't be necessary. Our group will be a public group, open to anyone for joining.

Here the detailed description for further discussing the feature idea:

For an event there should be an optional maximum number of attendees (that is spots that are available). When all spots are taken new sign ups go onto a waiting list (so people can show that they would be interested in attending in case a spot get freed). The waiting list is ordered by the sign up date. When ever a spot gets freed the oldest entry on the waiting list moves onto the list of attendees and the person that got a spot is notified.

Here is an example flow:

  1. The event "super popular event" is created with a maximum number of 3 attendees.
  2. Bob, Alice and Carla sign up for it: the are all on the list of attendees but now the event is fully booked.
  3. John, Paul, and Delores are also interested in the event and sign up. Because the event is already fully booked the all go onto the waiting list
  4. The waiting list now looks like this:
    • John (signed up 2026-01-29 at 9:00 am)
    • Paul (signed up 2026-01-29 at 9:01 am)
    • Dolores (signed up 2026-01-30 at 10:00 am)
  5. Now Alice cancels her sign up.
  6. This moves John (as his sign up on the waiting list is the oldest) onto the list of attendees and he gets notified

I think the feature could even be implemented in two steps: first only the optional maximum number of attendees. The waiting list could be emulated by manual communication via a discussion in the group. That would not ensure that the oldest waiting list entry gets a spot but as MVP this might be good enough?

I'm also not 100% sure about the domain language (e.g. how the spots on the attendees list and waiting list should be called, just "spot"?) But I haven't look at the existing code. Maybe they become obvious when looking at the existing names.

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