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Session Waitlists for Eventsforce Groups & Ticketing
Session Waitlists for Eventsforce Groups & Ticketing

Learn how to set up and manage a waiting list for sessions in Eventsforce Groups & Ticketing

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

Event managers may want to set up waiting lists for fully booked sessions so that when capacity becomes available, attendees will be offered to book their place for those available sessions.

This article will cover the following:

Turning on waitlists for sessions

Event managers are required to activate a setting to enable attendees to be placed on a waiting list for a session that has reached full capacity.

  1. Navigate to Setup > Event > Waitlist Settings

  2. Check the checkbox “Use waiting list for all sessions with a limited capacity”

  3. Update the attendee response period

  4. Choose the limit of attendees on the waiting list

  5. Click “Save”

Note: The limit on the waitlist is restricted to a maximum of 100 people. The limit on response time is restricted to 999.

Setting up capacities for sessions

Capacities are required to be set up for sessions so that a waitlist can be triggered when full capacity is reached.

For more information on adding sessions and capacities, please see our support article, “Adding, duplicating, and importing sessions”.

Managing Waitlists

When full capacity has been reached for a session, attendees will be given the option to sign up for the waitlist. Once they have signed up, Event Managers can view and manage the waitlist for each session.

  1. Navigate to Setup > Program > Sessions

  2. Select a session row, and use the Spanner Icon to select “Manage Waiting List”

  3. You can view the status of individuals on the waitlist. The upper portion of the grid will show individuals who have been offered a session from the waitlist, along with the "Respond by" date and time. The lower portion of the grid will display individuals who are still on the waitlist, along with their status ("In Progress" or "Waiting")

  4. Select a person row, and use the Spanner Icon to “Edit” or “Remove” a booking from the waiting list

  5. Use the Spanner Icon to export the waiting list to Excel

Offer email for waitlist place

If an event manager increases the session capacity, or an existing attendee cancels their session booking so that a place becomes available for the session, an offer email will be sent to people on the waitlist, and they will be offered to book the session.

The following are some rules regarding the offered place:

  • The place is offered to the person in 1st position on the waitlist

  • If the person offered does not respond within the time period (default 24hrs), then the next person on the waitlist will be offered the place

The following are some rules regarding the offer email:

  • If it is a group booking, the offer email will be sent to both the lead booker and the attendee

  • If an email address does not exist for the attendee, then only the lead booker will receive the offer email

  • Clicking the “View Offer” button, then “Accept” will accept the offered place for the session

  • Clicking the “View Offer” button, then “Decline” will decline the offered place for the session, and the next person on the waiting list will be offered the place

  • The offer email is a system email and is not available to edit

  • If an attendee is offered a place but has a concurrent session with a time conflict, they will be able to accept the place which will remove them from the conflicted session

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