Topic:

I'd like to offer my attendees the ability to waitlist for some of my Agenda Items. How do I use this functionality?

Solution:

You can set up an automatic waitlist feature on any single Agenda Item for your Event. 

To do this:

1. Edit your Event and click on the Registration Form Pages tab then click on the Agenda page
2. For each Agenda Item for which you want to use the waitlist functionality:
   • Edit an existing item or add a new one. This will open the Agenda Item Details panel.
   • In the Spaces Available field, enter the maximum number of attendees who can be confirmed for this item.
   • Click the Options link that accompanies the Spaces Available field.
   • Select Activate Waitlist.
     • You have the option in this section to compose additional information that will be appended (added) to the bottom of the confirmation and/or reminder emails that your attendees receive if they select this item.
       • Add Text to Waitlist Confirmation Emaill- Text entered here will be appended (added) to the confirmation email to be sent to all attendees of this Event.
         • See the Related Link below for more information on the Event Confirmation email.
       • Add Text to Waitlist Confirmation Email - Text entered here will be appended (added) to the reminder email to be sent to all attendees of this Event.
         • See the Related Link below for more information on the Event Reminder email.
3. Save your changes when finished.  

Additional Information:

If you have a waitlisted item that is also set up in a group of items using the Group Name feature, then attendees can select BOTH the waitlisted item AND another item in the group (a 2nd choice).  If the waitlisted item becomes available after they have finished their registration, then the attendee will automatically be moved from their 2nd choice in the group to the waitlisted item.

Notes about how and when emails are sent with waitlisting -

• When the registration is completed and the attendee is confirmed for an Agenda Item:
  • Event confirmation email is sent, with the content of the Agenda Item confirmation email (if specified) appended to it; this content is specified in the Edit Confirmation Email section for the Agenda Item . 
• When registration is completed and the attendee is waitlisted for an Agenda Item:
  • Event Confirmation Email is sent, with the content of the Append Waitlist Message to Confirmation Email (if specified) appended to it.
• When the attendee is confirmed for that Agenda Item that they were previously waitlisted for:
  • the Edit Waitlist Email content is sent (located on the Agenda page), and 
  • the Confirmation Email when Agenda Item is Confirmed is sent (located inside the Define Agenda Item page along with a standard (un-editable) email content appended to it).
• When the Event Reminder Email is sent, but the attendee is still waitlisted for the Agenda Item:
  • Event Reminder Email is sent with the content of the Append Waitlist Message to Reminder Email (if specified) appended to it. 

Related Links:

• How do I create a limit for registrations by registrant type?
• What happens when an attendee is moved from a waitlist into the Agenda Item?
• How do I create a sold out message for a custom field or Agenda Item?
• How do I see the attendees who are waitlisted in an agenda item?
• How do I reorder attendees on an agenda item waitlist? 
• User's Guide - Event Builder - Define Agenda Item / Fee (Capacity section)
• User's Guide - Event Builder - Agenda page - Waitlist Options

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