Waitlists can be activated for any ticket during the ticket availability configuration. When a waitlist is enabled for a specific ticket type, the system prioritizes ticket availability over the order of registration. Registrants have the option to un-RSVP, which reopens the registration even if a waitlist is active and has users on it. The waitlist automatically opens and closes as the original ticket becomes available. To automatically enable the waitlist after available tickets have been registered for, set the availability to zero (0).
Create a waitlist
- Select and Edit: Choose the desired ticket and click "Edit."
- Configure Waitlist Start:
- Specify the number of tickets that must be sold before the waitlist activates.
- Set this quantity to zero (0) to allow immediate waitlist registration.
- Enable Waitlist:
- Open "Advanced settings (optional)."
- Check the box labeled "Enable waitlist when this ticket is sold out."
Save: Click "Save" to apply your changes.
Waitlist Registration Process
If a ticket type with an enabled waitlist is sold out, users visiting the event page will not be able to register. Instead, they can submit their name and email to join the waitlist.
Upon joining the waitlist, users will see a confirmation message on the event page. Users can only join the waitlist once.
Managing the waitlist
Paid Ticket Waitlist
The paid ticket waitlist can only be managed through the legacy dashboard at this time.
Releasing tickets
Edit Waitlist
To configure the time allotted for a waitlisted registrant to claim a ticket and customize the email message they receive upon ticket release, click the Edit Waitlist button. The default claim period is 1 day.
Any modifications made to the waitlist will not affect tickets that have already been released. These released tickets will retain the previously configured settings for allowed time and release message.
Waitlist Spot Statuses
- Green Highlight: User claimed their spot and is added to the event attendee list.
- Red Highlight (Expired): User did not claim their spot, or their waitlist offer expired.
- Yellow Highlight: Spot is pending release.
- Red with Hourglass: Ticket has been released, and the user can respond.
- Red with X: Waitlist spot has expired, and the user can no longer claim it.
Waitlist Limitations
Users can only be listed on the waitlist once. If a waitlist spot expires, the user cannot be added again.
Waitlist Information
Chapter teams have the discretion to offer tickets to waitlisted individuals when a ticket becomes available due to a cancellation.
"Release" on the waitlist means the user can claim their spot by clicking an emailed link and RSVPing on the event page.
There is no current notification system for when people are added to the waitlist.
Increasing ticket quantity does not automatically release spots to those on the waitlist; chapter teams must still manually release tickets.
Once a user is on the waitlist, a ticket cannot be re-released to them if they fail to claim it in time.
Pre-order form data from waitlisted users is only accessible once they have moved from the waitlist to the attendee list.
RSVP Only Ticket Waitlist
For RSVP-only events, waitlist management is exclusively handled within the new dashboard.
Pre-screen Attendees
When setting up the pre-order registration form for an event, you have the option to include extra questions that attendees must answer to join the waitlist. This feature enables you to pre-screen attendees before making tickets available to them. Please note that pre-screening attendees is exclusively supported for RSVP-only tickets within the new dashboard interface.
Waitlist Management: A Guide for Attendees and Organizers
For Attendees: Joining the Waitlist
When an event reaches its capacity, the registration button will change to "Join Waitlist." Attendees who choose this option will:
- Complete any necessary pre-registration questions.
- Receive confirmation of their waitlist addition.
- Be automatically registered when the organizer releases a new ticket.
For Organizers: Managing Your Waitlist
Organizers can efficiently manage their waitlist through the event dashboard, where they can:
- View the waitlist and review pre-order survey responses.
- Release tickets to waitlisted attendees as new spots become available.
Upon Ticket Release
- The attendee is automatically moved from the waitlist to the registered attendees list, with their status updated to "Registered" on the waitlist.
- A confirmation email is sent to the attendee, providing all event details.
- No further action is required from the waitlisted attendee.
Understanding the "Release" Action
The "Release" button in your waitlist management interface is the tool for converting a waitlisted attendee into a registered one. When you click "Release":
- You may briefly see a "Scheduled for Release" status as the system processes the request.
- The system then registers the individual for your event.
- Their status changes to "Registered."
- They receive a confirmation email.
- A spot is deducted from your available event capacity.
This action is irreversible. Please ensure you are ready to allocate the spot to the attendee before releasing the ticket.
Tickets are not automatically offered to waitlisted individuals when a cancellation occurs or when additional tickets are made available. Group organizers retain full discretion over releasing tickets to those on the waitlist.