Waitlisting
  • 27 Jul 2022
  • 5 Minutes to read
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Waitlisting

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You can set up a waitlist that automatically triggers when your Event reaches capacity, a specific Event Item sells out, or when a Session reaches capacity. Please read 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 cannot be enabled on both.

Event Waitlisting

There are three fields on the Event object:

  • Waitlist Enabled
  • Waitlist Capacity
  • Remaining Waitlist Capacity

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If you created a custom permission set, users assigned to that custom permission set will need to access waitlisting. Please add Read or Edit access to the fields listed above.

Enable Waitlisting

Check the Waitlist Enabled field to enable waitlisting. The waitlist will become available once your Event reaches its Total Capacity. At this point, the Status Formula field on the Event will change to "Sold Out, Waitlist Open". This tells your Event page that the normal Event registration is closed, but open to waitlist registrations.

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Waitlist Process

The images below show what the registration process looks like when an Event has the Waitlist Enabled field checked.
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The Register button becomes the Join Waitlist button.


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


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The fields or questions included on the Attendee Form for an Event Item will be displayed when registering an Attendee for the waitlist.


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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 removed from the list.

Once a potential Attendee finishes registering, an Attendee record with the Registration Status of "Waitlisted - Pending" will be created. The Attendee will receive the email stored in the Waitlisted Email field. The out-of-the-box workflow/email template is provided, but will need to be activated.

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Activate this workflow to send out an automated waitlist email.

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Remove Attendee from Waitlist

Waitlisted Attendees can also remove themselves from an Event’s waitlist via their AttendeeLink.

To remove a waitlisted Attendee from the waitlist and complete the registration process, follow the steps below.

  1. Enable the workflow/email template that notifies the Attendee that they are off the waitlist.

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

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

The Attendee will answer any additional questions and pay for their Event Item if it was a paid Event Item.

Waitlist Capacity

  1. 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 to "99999".

    • The Waitlisted and Remaining Waitlist Capacity fields are automatically updated based on the Attendees who are waitlisted.
    • Make sure the Total Capacity is defined.
  2. Event level waitlist capacities will only be shown once waitlisting is active, not before. The number of Event Items remaining will be shown when Waitlist Enabled is selected on the Event level and the Remaining Waitlist Capacity is "10" or less.

  3. Once the Remaining Waitlist Capacity = "0", then the Event will be marked as Sold Out.

Event Ticket Waitlisting

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  1. Enable waitlisting on the Event Item by checking the Waitlist Enabled field.

  2. 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 to "99999".

    • The Waitlisted and Remaining Waitlist Capacity fields are automatically updated based on the number of waitlisted Attendees.
    • Make sure the Quantity Available is defined.
      The Quantity Available field needs to be defined so when the Quantity Remaining = "0", Attendees will be waitlisted.
  3. Quantity Remaining = "0", all subsequent Attendees will have a Registration Status = "Waitlisted - Pending".

  4. Once the Remaining Waitlist Capacity = "0", then the Event Item will be marked as Sold Out.

Waitlist Email

If you have activated our Waitlisted Email workflow, when an Attendee's Registration Status is updated to "Waitlisted - Pending", an email is immediately sent to the Attendee.

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 was already selected, they will only have to answer any custom questions and pay for the Event Item.

Attendees are not be able to add additional Event Items or change their Event Item type.

Session Waitlisting

  1. Enable waitlisting on Sessions by checking the Waitlist Enabled field.
  2. Define the Waitlist Capacity if there is one. If there is unlimited capacity, leave that field blank.
  3. The Waitlisted and Remaining Waitlist Capacity fields are automatically updated based on the Attendees who are waitlisted.
  4. Define the Quantity Available field. The Quantity Available field needs to be defined so that when the Quantity Remaining = "0", Attendees will be waitlisted.
  5. Once the Quantity Remaining = "0", then all the subsequent Session Attendees will have a Registration Status = "Waitlisted - Pending".
  6. Once the Remaining Waitlist Capacity = "0", the Session will be Sold Out.

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Automating the Waitlist

Automating the waitlist process is easy! This will automatically update an Attendee's status if the Attendee is waitlisted, allowing them a chance to register for the Event.

  • This is controlled by the Waitlisting: Automate field on Event Settings. If set to "Yes", the automation will be turned on.
  • This process 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 from "Registered" to "Declined" or "Canceled", the next Attendee in line with the Registration Status = "Waitlisted - Pending" will be updated to "Pending".
  • Once the Attendee's Registration Status is updated to "Pending", they will receive an email with their AttendeeLink to complete their registration.
  • While the Attendee's Registration Status = "Pending", no other Attendees will be able to register for the Event until the original Attendee accepts or declines the invitation. If another Attendee cancels their registration, the next in line will also be updated to "Pending".