Event organizers can set up waitlists for fully booked tickets. This allows attendees to add themselves to the waitlist if their preferred ticket is temporarily sold out or the venue is at total capacity. They will then receive a notification when space becomes available.
This article will cover the following:
Turning on waitlists for tickets
Event managers must activate a setting to allow attendees to be placed on a waitlist for tickets that have reached total capacity.
Navigate to Setup > Event > Waitlist Settings
Check the checkbox “Use waitlist for all tickets with a limited capacity”
Update the attendee response period
Choose the limit of attendees on the waitlist
Click “Save”
Note: The limit on the waitlist is restricted to 100 people. The limit on response time is restricted to 999.
Setting up capacities for tickets
Capacities must be set up for tickets to trigger a waitlist when total capacity is reached.
For more information on adding tickets and capacities, read the article, “Creating tickets and packages”.
Note: Bookers can only place one ticket (confirmed or waitlisted) in a single registration event.
Managing ticket waitlists
When the total capacity for a ticket has been reached, attendees will be given the option to join the waitlist. Once they have joined the waitlist, Event Managers can view and manage it to prioritize certain ticket types or bookers to be cleared from the waitlist first.
Navigate to Setup > Event > Tickets
Use the ‘In Progress’, ‘Waiting’ and ‘Offered’ columns to determine ticket waitlist statuses
Select a ticket row, and use the Spanner
Icon to select “Manage waitlist”You can view the status of individuals on the waitlist. The upper portion of the grid will show individuals who have been offered a ticket 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")
Select a person row, and use the Spanner
Icon to “Edit” or “Remove” a booking from the waitlistUse the Spanner
Icon to export the waitlist to ExcelUse the Spanner
Icon to sort the waitlist in ascending or descending order by ticket price or date/time placedDrag and drop an order for manual placement in the priority list
Offer email for waitlist place
If an event manager increases the ticket capacity or an existing attendee cancels their ticket booking so that a place becomes available, an offer email will be sent to the first person on the waitlist, and they will be offered to book the ticket.
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 allotted (default 24hrs), then the offer expires, and the next person on the waitlist will be offered the place
The following are some rules regarding the offer email:
The offer email will be sent to the booker
Clicking “View Offer”, then “Accept” will accept the offered place for the ticket
When someone clicks “View Offer”, then "Decline," they forfeit their spot for the ticket, and the opportunity is then extended to the next individual on the waitlist. By declining the offer, they are removed from the waitlist. However, if they are on the waitlist for another order, they may still receive an offer to clear the waitlist for that particular order
The offer email is a system email and is not available to edit