How to handle the waiting list queue?

When an event sells out, it’s common to have attendees placed on a waiting list in case spots become available. As an event organizer, managing the waiting list queue effectively is crucial for ensuring that spots are filled and attendees have a smooth registration experience when spots open up. This guide will explain how to manage the waiting list, release spots, and handle attendee registrations in the event of cancellations or additional spots being made available.

How waiting list registrations work?

When an event is sold out, attendees who attempt to register will be added to a waiting list if they choose to. If spots open up due to cancellations or newly released tickets, these waiting list registrants will be notified and given the opportunity to complete their registration.

Once waitlist registrations begin, orders will be placed in the waiting list queue.

The organizer has control over when and which waitlisted attendees are moved forward and offered the opportunity to complete their registration.

When a spot becomes available (due to cancellations or extra tickets), you can choose to release spots to waitlisted registrants.

Upon releasing spots, the registrants will receive an email with a link to complete their registration process.

For paid events, the registrants will also be routed to complete the payment process before finalizing their registration.

Once the registration is completed, the order will be moved to a "confirmed" status, and a confirmation email (or order receipt) will be sent to the attendee.

Steps to release waitlisted attendees

Go to Registration section > click on Approval/waitlist.

Click on Manage Queue to view the list of orders that are currently on the waiting list.

The waiting list will show all attendees who are awaiting a spot.

Select the orders you wish to release from the waitlist.

Click on the "Release from Waitlist" button.

An email will automatically be sent to the waitlisted attendee with a link to complete their registration.

The attendee must complete the registration within the time limit set by the organizer. If the registration is not completed in time, the opportunity will expire, and the spot may be offered to another attendee.

If you wish to release the spot to a different waitlisted attendee, you can manually select and release spots to other attendees, following the same steps.

Managing the waiting list queue ensures that your event can run smoothly even when tickets sell out. By releasing spots to waitlisted attendees and giving them a chance to complete their registration, you can maximize attendance and keep the event filled.

If you need help with managing your waiting list or have any other questions, feel free to contact our support team. We're happy to assist you!