Waitlisting

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Note:

We have officially released this feature, but it's still in beta testing. It's code and components are complete for the most part, but there may still be some rough edges that you can help bring to our attention.

You can set up a waitlist that automatically triggers when your event reaches capacity, a specific ticket sells out, or when a session reaches capacity. Please read through all the documentation before using this feature. This works for paid and free events.

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Waitlisting can only be enabled on the Event or the Event Item. It can not be enabled on both.

Event Waitlisting

There are three fields on the Event object:

  1. Waitlist Enabled
  2. Waitlist Capacity
  3. Remaining Waitlist Capacity

If you have created a custom permission set, and users assigned to that custom permission set need access to waitlisting, please add the above fields with read or edit access.

Enabling Waitlisting

  1. Check the Waitlist Enabled field.

When checking this field and your event's reached its capacity, waitlisting will be available. There is a Status Formula field on the Event that will change to "Sold Out, Waitlist Open".

This tells your event page that the normal event registration is closed, but open to waitlist registrations.

Waitlist Process

The below images show what the registration process looks like when an event has waitlisting enabled.

"Register" buttons turn to "Join Waitlist"

All tickets that are available will have a "Waitlist Only" label.

The only fields that will show are: Name, Email, and Phone. The rest of the fields will be hidden until the Attendee gets to officially register.

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Custom Questions

Currently they still show for waitlisting but in the March 2020 release, they will be removed until the attendee officially registers.

After defining the Attendee information, you'll see a yellow ticket next to them. This signifies the Attendee is on the waitlist.

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Paid Events

Attendees won't be charged for paid registrations until they are taken off the list.

Once they finish the registration, they will get created as an Attendee with a registration status of "Waitlisted - Pending" and they will receive a waitlist email (out of the box workflow/email template is provided, just needs to be activated).

Activate this workflow to send out an automated waitlist email.

Attendee's registration status = Waitlisted - Pending.

Remove Attendee from Waitlist

To remove the waitlisted attendee from the waitlist and finish registration follow the below steps.

  1. Enable the workflow/email template that let's the attendee know they are off the waitlist.

Remove from waitlist email sent to the Attendee to complete the registration.

  1. Update the Attendee's Status from "Waitlisted - Pending" to "Pending". This will trigger the workflow to send out an email letting the Attendee know they can finish registration.

They will answer any additional questions and pay for their ticket if it was a paid ticket.

Waitlist Capacity

  • Define the Waitlist Capacity if there is one.
    If there is unlimited capacity, leave that field blank.

    • The Waitlisted and Remaining Waitlist Capacity fields are automatically updated based on the attendees who are waitlisted.

    • Make sure the Total Capacity is defined.

Once the Remaining Waitlist Capacity is 0, then the Event will be Sold Out.

Event Ticket Waitlisting

  • Enable waitlisting on the event item by checking the Waitlist Enabled field.

  • Define the Waitlist Capacity if there is one.
    If there is unlimited capacity, leave that field blank.

  • The Waitlisted and Remaining Waitlist Capacity fields are automatically updated based upon the waitlisted attendees.

  • Make sure the Quantity Available is defined.
    The Quantity Available field needs to be defined so that when the Remaining Quantity is 0, Attendees will be waitlisted.

Once the Quantity Remaining is 0, then all subsequent Attendees will have a Registration Status = Waitlisted - Pending.

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Waitlist Email

If you have activated our Waitlisted Email workflow, when the status is updated to Waitlisted - Pending, an email is immediately sent to the attendee.

Once the Remaining Waitlist Capacity is 0, then the Ticket will be Sold Out.

Remove from Waitlist

For Event and Event Item waitlisting

When you are ready to remove an Attendee from the waitlist, update the Attendee's Registration Status to "Pending".

This will trigger the workflow rule to send an email to the Attendee, inviting them to complete their registration through the AttendeeLink. Since their status is "Pending" and an event item (ticket) was already selected, they will only have to answer any custom questions and pay for the ticket.
They will not be able to add additional tickets or change their ticket type.

Session Waitlisting

  • Enable waitlisting on sessions by checking the Waitlist Enabled field.

  • Define the Waitlist Capacity if there is one.
    If there is unlimited capacity, leave that field blank.

  • The Waitlisted and Remaining Waitlist Capacity fields are automatically updated based on the attendees who are waitlisted.

  • Make sure the Quantity Available is defined.
    The Quantity Available field needs to be defined so that when the Quantity Remaining is 0, Attendees will be waitlisted.

Once the Quantity Remaining is 0, then all the subsequent Session Attendees will have a Registration Status = Waitlisted - Pending.

Once the Remaining Waitlist Capacity is 0, then the Session will be Sold Out.

Updated about a month ago


Waitlisting


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