Voting Logic Explained | Tabletop Time

2. How Finalization Works

When a Manager clicks "Finalize", the system locks in the guest list. This is the moment of truth. We select players based on the following strict hierarchy:

Availability (Yes): We fill the table with "Yes" votes first, up to the Max Player limit.
Quorum Check: Do we have enough "Yes" players to reach the Minimum player count?
- Yes? We stop. "If Needed" players are NOT added.
- No? We add just enough "If Needed" players to reach the Minimum.
Tie-Breaker: If we have to choose between two equal votes (e.g., two "Yes" votes for the last spot), the person who voted earliest gets the spot.

The "Lock"

Once finalized, the list is frozen. A new player signing up (even with "Yes") takes an open seat only if the table is not full; otherwise they go to the waitlist. They will NOT displace a confirmed player.

3. Scenarios

The 'Backup' Stay Waitlisted

Config

Min: 4, Max: 6

Votes

5 'Yes', 1 'If Needed'

Result

5 Players Accepted (All Yes)

We met the minimum (4) with 'Yes' votes alone. Even though there is an open spot (5/6), the 'If Needed' player remains on the waitlist because they weren't needed for Quorum.

The 'Backup' Steps Up

Config

Min: 4, Max: 6

Votes

3 'Yes', 2 'If Needed'

Result

4 Players Accepted (3 Yes + 1 If Needed)

We had only 3 'Yes' votes (below Min 4). We added the earliest 'If Needed' voter to reach 4. The second 'If Needed' voter stays on waitlist.

Auto-Promotion Priority

Config

Event Full (6/6). Waitlist: 1 'If Needed', 1 'Yes'

Votes

A confirmed player drops out.

Result

The 'Yes' voter gets the spot.

When a spot opens, we look at the waitlist. 'Yes' votes always jump ahead of 'If Needed' votes, regardless of who voted first.

Claiming an Open Spot

Config

5/6 Players. 1 'If Needed' on Waitlist.

Votes

User changes RSVP to 'Yes'.

Result

User is Accepted.

If you are 'Waitlisted' (because you weren't needed for Quorum) but see an open spot, you can change your vote to 'Yes' to claim it instantly.

2. How Finalization Works

When a Manager clicks "Finalize", the system locks in the guest list. This is the moment of truth. We select players based on the following strict hierarchy:

Availability (Yes): We fill the table with "Yes" votes first, up to the Max Player limit.
Quorum Check: Do we have enough "Yes" players to reach the Minimum player count?
- Yes? We stop. "If Needed" players are NOT added.
- No? We add just enough "If Needed" players to reach the Minimum.
Tie-Breaker: If we have to choose between two equal votes (e.g., two "Yes" votes for the last spot), the person who voted earliest gets the spot.

The "Lock"

3. Scenarios

The 'Backup' Stay Waitlisted

Config

Min: 4, Max: 6

Votes

5 'Yes', 1 'If Needed'

Result

5 Players Accepted (All Yes)

We met the minimum (4) with 'Yes' votes alone. Even though there is an open spot (5/6), the 'If Needed' player remains on the waitlist because they weren't needed for Quorum.

The 'Backup' Steps Up

Config

Min: 4, Max: 6

Votes

3 'Yes', 2 'If Needed'

Result

4 Players Accepted (3 Yes + 1 If Needed)

We had only 3 'Yes' votes (below Min 4). We added the earliest 'If Needed' voter to reach 4. The second 'If Needed' voter stays on waitlist.

Auto-Promotion Priority

Config

Event Full (6/6). Waitlist: 1 'If Needed', 1 'Yes'

Votes

A confirmed player drops out.

Result

The 'Yes' voter gets the spot.

When a spot opens, we look at the waitlist. 'Yes' votes always jump ahead of 'If Needed' votes, regardless of who voted first.

Claiming an Open Spot

Config

5/6 Players. 1 'If Needed' on Waitlist.

Votes

User changes RSVP to 'Yes'.

Result

User is Accepted.

If you are 'Waitlisted' (because you weren't needed for Quorum) but see an open spot, you can change your vote to 'Yes' to claim it instantly.

The Logic of Voting

1. The Three Choices

Available (Yes)

If Needed

Busy (No)

2. How Finalization Works

The "Lock"

3. Scenarios

The 'Backup' Stay Waitlisted

The 'Backup' Steps Up

Auto-Promotion Priority

Claiming an Open Spot

The Logic of Voting

1. The Three Choices

Available (Yes)

If Needed

Busy (No)

2. How Finalization Works

The "Lock"

3. Scenarios

The 'Backup' Stay Waitlisted

The 'Backup' Steps Up

Auto-Promotion Priority

Claiming an Open Spot