Create Event Part VII: Configure Waitlist (Optional)

Create Event Part VII: Configure Waitlist 

1. If you have set an overall event or ticket capacity during event set up (Tab 3 Registration Types), then you will have the option to utilize the waitlist function.
2. The waitlist option is available only for non-repeating events and single events with multiple dates. The waitlist option is not available for repeating events.
3. The waitlist feature allows you to collect the names of individuals wanting to register for your event, but who can’t because the event is sold out.
4. To get started, while viewing the event, choose Waitlist Settings from the menu on the left.
5. To enable/turn on the waistlist feature, change the slider/toggle at the top of the screen to Enabled.

   

   

   

6. Next, you MUST set a “trigger” (under what circumstances will the waitlist activate/will names be added to the waitlist). The options presented in the Waitlist Trigger area will depend on your event capacity settings:
   • If you have set an overall event capacity, you will have just one check box (which MUST be checked for the waitlist to be activated).

   

   

   • If you have set capacity on some (but not all) individual ticket types, you will be presented with the choice of which tickets must be sold out for the waitlist to activate. In this example, we have set a capacity on only two of our ticket types. We now have the choice of activating the waitlist when only one of those ticket types is sold out or when both are sold out.

   

   

   • If you have set capacity on ALL of the individual ticket types in your event, you will be presented with the choice to activate the waitlist when only certain ticket types sell out or wait until ALL tickets are sold out.

   

   

7. Next, if desired set a Capacity/maximum number of people who can be added to the waitlist. This setting is optional (if no capacity is set, an unlimited number of people can be added to the waitlist).
8. Next, set the Maximum Time Attendee Has to Respond. This represents the amount of time the waitlisted person has to respond to the email notifying him/her that they have been released from the waitlist and can purchase tickets (after which date/time you will be going to the next person on the waitlist).

   

9. Next configure the Auto Response Message that registrants will receive when they add themselves to the waitlist. This field is required.

   

10. Next, in the left-hand panel, configure the Release Message that registrants will receive, notifying them that tickets have become available and they are now able to register. Configure the sender’s Email address and name and configure the release message (you can include placeholders from the drop-down field - select the placeholder and click the + button to add it to the message box). The release message fields are required.

    

    

11. Be sure to include the Registration URL placeholder so that the registrant can register for the event.

    

12. Finally, to send yourself a test email, check the Send Test Email box, enter your email address in the box, and click Send.

    

    

13. Finally, to save the waitlist settings, click the Save button in the lower right.

    

14. For information on using the waitlist (registering attendees once the waitlist is activated, releasing attendees from the waitlist, etc.) see our tutorial on Working With the Waitlist.