Topic:

I want to set up a capacity and waitlist for my Event. How do I use the Event-Level Waitlist feature?

Solution:

The Event-Level Waitlist feature enables you to set up a maximum capacity or limit for your registration form and place people in a queue once the limit has been reached. The system will automatically keep track of the next person in line. When a spot is available in your Event, then the next person on the waitlist will be contacted via email and given a chance to sign up for the Event.

I. Enabling this feature is quick and easy:

1. Edit your Event and go to the Start page.
2. Scroll down to the Registration Rules section.
3. In the New Registrant section on the left, select the checkbox to Limit the number of registrants for this event. Some new fields will appear.
4. Enter the limit or maximum number of registrants you would like to allow to register.
5. Click Edit event full message to enter a message to display to your registrants once the limit has been reached.
   
6. Select the checkbox to Enable waitlist. Some more options will appear.
7. Click the link to edit the Waitlist Instructions.
   • This message will appear on the Start Page when the event limit has been reached.
8. Click the link to edit the Waitlist Available Email.
   • This is the email that will be sent to attendees on the waitlist when a spot becomes available and will give them an opportunity to register in a specified amount of time.
   • See Additional Information below for further assistance.
9. Enter the amount of time (in hours) that the waitlisted attendees have to register when a spot becomes available.
   • This is the amount of time attendees have to fill the available spot before the chance is given to the next attendee on the waitlist.
   • The default time frame is 24 hours.
10. Save your changes.

II. Here is what your registrants will experience when the event limit has been reached.

When an individual comes to the Start Page for your registration form, they will see the Event Full message and the Waitlist Instructions and will be given the opportunity to be added to the event waitlist. They will then be asked to enter their email address which will place them in the queue or waitlist.

In the event that a registrant is canceled or more space opens up in the registration form, then the first person in line on the waitlist will be sent the "Waitlist Available Email" that will give them an option to register in a certain amount of time (that you specified above) or to give up their spot and pass it to the next attendee on the waitlist. If the given time frame is exceeded, then the email is automatically sent to the next attendee on the waitlist. This process will continue until all of the available spots are filled.

III. To view the attendees on the waitlist for your Event

1. Select your Event in the Manager Screen (so that it is highlighted in blue)
2. Click on the Standard Reports tab from the Dashboard at the bottom of the screen.
3. Click to run the Event Waitlist Report.

Additional Information:

About the Waitlist Available Email -

• This email will only be sent to one waitlisted user at a time and will contain the amount of time they have to register (see the steps above to configure this time frame).
• The email will contain a link the waitlisted attendee uses to register.
• The email will also contain a link allowing the user to give up their spot which will allow the waitlist to be processed quicker.
• Emails will not be sent between 6pm and 6am local time (time zone configured for the Event).

About Admin Notification emails -

• The attendee cancellation notification email will include an appended message at the bottom of the email indicating that a space has become available in the Event (if the limit has been reached).
• The attendee confirmation notification email will also include an appended message at the bottom of the email indicating that an attendee has been placed on a waitlist (if the limit has been reached).

About Event-Level Waitlist and Groups -

• When adding additional people to a group when the Event limit has been reached, the additional attendees will be added to the waitlist and be indicated as waitlisted on checkout.
• When a space becomes available for an attendee which is part of a group, the primary attendee in the group will receive the Waitlist Available Email letting them know that space is available and will be required to complete the registration in the available time limit.

About charges associated with waitlisted attendees -

• No charges will be incurred or billed to your account when attendee has been placed on a waitlist. A charge for registration will only be billed to your account if the attendee completes a registration.

Related Links:

• How do I create an event capacity limit and sold out message for an event?
• How do I display the number of spaces available for my event?
• How do I create a limit for registrations by registrant type?
• How do I use the Agenda-Level Waitlist feature?
• How do I create a sold out message for a custom field or agenda item?
• What information is included in the Admin Notification emails?
• User's Guide - Event Builder - Registration Rules

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