Waitlisting
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.
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:


Waitlist Enabled
Waitlist Capacity
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
- 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.


All of the fields or questions that are included on the Attendee Form in an Event Item will be displayed when registering an Attendee for the waitlist.


After defining the Attendee information, you'll see a yellow ticket next to them. This signifies the Attendee is on the waitlist.
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.
- 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.
- 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
with the number of attendees you will allow to waitlist. If you want to set an unlimited amount, simply set the field to99999
.-
The
Waitlisted
andRemaining Waitlist Capacity
fields are automatically updated based on the attendees who are waitlisted. -
Make sure the
Total Capacity
is defined.
-
-
Event Level waitlist capacities will only be shown once waitlisting is active, not before. The number of tickets remaining will be shown when
Waitlist Enabled
is selected on the Event Level and theRemaining Waitlist Capacity
is 10 or less.
Once the Remaining Waitlist Capacity
= 0
, then the Event will be marked as Sold Out
.
Event Ticket Waitlisting


-
Enable waitlisting on the event item by checking the
Waitlist Enabled
field. -
Define the
Waitlist Capacity
with the number of attendees you will allow to waitlist. If you want to set an unlimited amount, simply set the field to99999
.-
The
Waitlisted
andRemaining Waitlist Capacity
fields are automatically updated based upon the waitlisted attendees. -
Make sure the
Quantity Available
is defined.
TheQuantity Available
field needs to be defined so that when theRemaining Quantity
is 0, Attendees will be waitlisted.
-
Once the Quantity Remaining
is 0, then all subsequent Attendees will have a Registration Status
= Waitlisted - Pending.
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 Event Item will be marked as 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
Sessions Waitlisting is not included in the November 2021 release.
The Capacity and Waitlisting section has been removed from the page layout for Sessions. If a user tries to register, they will receive the following message. “Session waitlisting is not currently available but will be included in a forthcoming release. Message as of November 3, 2021.”


-
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
andRemaining Waitlist Capacity
fields are automatically updated based on the attendees who are waitlisted. -
Make sure the
Quantity Available
is defined.
TheQuantity Available
field needs to be defined so that when theQuantity 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.
Automating the Waitlist
Automating the waitlist process is easy! This will automatically update attendee status's if they are waitlisted, allowing them a chance to register for the event.
-
This is controlled by the
Waitlisting: Automate
field on Event Settings. If set toYes
, the automation will be turned on. -
This follows a first in, first out method. The first attendee to register for the waitlist will be the first one to be removed from the waitlist.
-
When an attendee changes their
Registration Status
fromRegistered
toDeclined
orCanceled
the next attendee in line with the statusWaitlisted - Pending
will be updated to thePending
status. -
Once the attendee's status is updated to
Pending
, they will receive an email with their AttendeeLink to complete their registration. -
While the attendee's status is
Pending
, no other attendees will be able to register for the event until they accept or decline the invitation. If another attendee cancels their registration, the next in line will also be updated toPending
status.
Updated 8 months ago