Enable a waitlist on a sold-out ticket type, then use the event Waitlist tab to release spots: free RSVP events register people automatically, while paid tickets send a Claim Your Spot email with a claim window.
A waitlist is enabled per ticket or RSVP type, not as a single switch for the whole event. When that type sells out and sales are still open, visitors can join the waitlist from the event page. You decide who gets a spot by selecting Release on the event Waitlist tab.
- Enable waitlist when this ticket is sold out — Advanced settings checkbox on each ticket or RSVP type.
- Waitlist tab — published-event page where you review entries, release spots, set the paid claim window, and delete people who are still waiting.
- Release — organizer action that offers a spot. Free RSVP events register the person automatically. Paid tickets send a claim email.
Note: Spots do not move off the waitlist automatically when someone Un-RSVPs or when you increase quantity. You must release each spot. For the attendee join and claim path, see Join an event waitlist (sibling article).
Before you start
Confirm all of the following:
- Waitlists are on for the community. HQ admins control this with the Waitlist functionality setting (default is on). If it is off, the enable checkbox and Waitlist tab are unavailable.
- You can edit the event’s ticket or RSVP types, and you have permission to view and change waitlist entries for the chapter.
- The event uses Bevy Ticketing (RSVP or free/paid tickets). External ticketing events do not use the Bevy waitlist.
Ticket quantity and optional venue maximum capacity control when a type appears sold out. See Configure event ticketing.
Enable a waitlist on a ticket
- Open the event in the chapter dashboard and select the Details tab.
- Edit the ticket or RSVP type that should offer a waitlist when sold out.
- Open Advanced settings (optional).
- Select Enable waitlist when this ticket is sold out.
- Select Save.
Repeat for each ticket or RSVP type that should have its own waitlist. Enabling the checkbox creates the event waitlist settings the first time you turn it on.
Tip: Visitors can join the waitlist only after that type has no remaining quantity (and venue capacity, if set, is full) and the sale or availability end date has not passed. To open the waitlist as soon as the event goes live, set quantity to the number of seats you can accept now — when those seats fill, Join waitlist appears. Setting quantity to zero makes the type sold out immediately so the waitlist can open right away.
Open the Waitlist tab
After the event is Published and at least one ticket or RSVP type has the waitlist enabled, open the event and select Waitlist in the event navigation. The tab shows a count when people are on the list.
If the tab is disabled, check the tooltip: waitlists may be off for the community, the event may still be a draft, or no ticket type has the waitlist enabled yet.
On the Waitlist tab you can:
- Search by name or email
- See Name, Email, Ticket, Date added, and Status
- For RSVP events, show Survey responses to review pre-registration answers before you release
- Release one or more people, set the paid claim window, or delete someone who is still waiting
Release a spot
Use Release when you want to offer a seat to someone on the list. Select one or more rows, then confirm in the Release ticket (or Release tickets) dialog.
| Event type | What Release does | What the person receives |
|---|---|---|
| Free RSVP | Registers them for the event. Status moves to Registered. Irreversible from the Waitlist tab. | Ticket Confirmation email with event details (when ticket confirmation email is enabled for the community) |
| Paid ticket | Offers a claimable spot. Status moves to Released until they finish checkout (Claimed) or the claim window ends (Expired). | Ticket Release email with subject Your ticket for [event title] is now available! and a Claim Your Spot button |
Important: Release is irreversible from the Waitlist tab. For free RSVP events, the person becomes registered immediately. For paid tickets, the claim offer is tied to that waitlist entry — if the claim window expires, you cannot release that same entry again.
Set the claim window (paid tickets)
On paid events, the Waitlist tab includes Claim. Open it to edit the Claim window:
- Set Day(s), Hour(s), and Minute(s). The default is one day (24 hours).
- Edit the Ticket release message that appears in the claim email. The default congratulates the person, says a spot has opened, and tells them they have a limited time to sign up.
- Select Save. A Saved! confirmation appears when the update succeeds.
Changes apply to future releases. Spots you already released keep the claim window and message that were in effect when you released them.
Review survey responses (RSVP)
When the event uses a pre-order or registration form, RSVP waitlist rows can include survey answers. Turn on Survey responses / Show survey responses on the Waitlist table to review answers before you release. Use this to pre-screen who should get the next seats.
Remove someone from the waitlist
For an entry that is still waiting (not yet released), open the row menu and select Delete. Confirm Delete waitlisted registrant. This removes them from the waitlist only; it does not change chapter membership. After a successful delete, you see Registrant deleted.
Email people on the waitlist
Joining the waitlist does not send a system email — confirmation is on the event page. When you need to message the list (for example before you release seats), use chapter or event email with the audience Users on event waitlist.
Waitlist statuses
| Status | Meaning |
|---|---|
| Not released | On the waitlist; no spot offered yet |
| Scheduled for release | Release is processing |
| Released | Paid offer sent; waiting for the person to claim |
| Claimed | Paid ticket claimed and checkout completed |
| Registered | RSVP release completed registration |
| Expired | Paid claim window ended without checkout. That waitlist entry cannot be released again to the same person |
What does not happen automatically
- Increasing ticket quantity or venue capacity does not auto-release waitlisted people.
- An Un-RSVP or cancellation that frees a seat does not auto-offer that seat to the waitlist. You choose whom to release.
- Being first on the list does not guarantee the next release. Order of release is your decision.
- There is no separate “you joined the waitlist” system email.