This article covers frequently asked questions about the waitlist feature — from guest behavior and notification settings to admin controls and edge cases. If you're looking for setup instructions or a walkthrough of a specific workflow, check the other articles in this collection.
Registration & guest count
Q: Can guests reduce their guest count after being notified?
Yes. Guests can reduce their party size while registering for the event after being notified. The unclaimed spots go back to the waitlist and are offered to the next eligible guest.
Q: What happens if a notified guest registers fewer guests than they requested?
The remaining unclaimed spots return to the waitlist. The next person in line is notified about the available spots, and filling continues until capacity is reached or the waitlist is exhausted.
Q: What happens if a guest tries to register beyond their waitlist guest count?
They'll see an error message stating they cannot add more guests than their original waitlist request.
Q: Does the number of guests entered at waitlist signup carry over to registration?
Yes. The party size specified when joining the waitlist determines how many spots the guest is offered when it's their turn.
Expired offers & rejoining
Q: Can expired waitlist entries be reactivated?
Once a waitlist offer expires, the guest moves to the Offer Expired tab. You cannot resend the same invitation link. To notify them again, move the guest back to the Waitlist tab and send a fresh offer.
Note: If a guest clicks an expired invitation link, they'll see an option to rejoin the waitlist on their own.
Q: What happens to guests whose offer expires?
Their entry moves to the Offer Expired tab. In automatic mode, the system immediately offers the spot to the next eligible guest. In manual mode, the admin must trigger the next notification. The expired guest does not receive another notification unless the admin moves them back to the Waitlist tab or sends them a direct invitation.
Q: Can a guest rejoin the waitlist after their offer expires?
Yes. If a guest clicks their expired link, they'll see an option to rejoin the waitlist. They can also contact your team to be added back manually.
Spot availability & priority
Q: When a spot opens up, can people who are NOT on the waitlist register?
Not while eligible waitlist guests have pending or active offers. Waitlisted guests always have priority. A non-waitlisted person can only register after all eligible waitlist offers have either been claimed or expired.
Q: What happens if no waitlist guest fits the available capacity?
If none of the guests on the waitlist have a party size that fits the available spots, the system won't send a notification. The admin can increase the event capacity to accommodate larger parties.
Q: Can I notify multiple guests at once?
Yes — if your waitlist is set to manual mode, you can notify multiple guests simultaneously.
Notifications & email
Q: Is SMS notification supported?
Currently, SMS notifications are not supported. However, admins can manually share the waitlist registration link via SMS or any messaging app.
To copy the link:
Go to the Waitlist section of your event and open the Spot Offered tab
Click View Guest for the relevant entry
Select Copy invitation link and send it to your guest
Q: Can I edit the email that notifies waitlisted guests?
Yes. You can customize the content of the waitlist notification email, but be careful not to edit or remove any merge tags — these ensure the correct event and guest details are included.
To edit the email:
Go to Guest Communication
Find the Waitlist Email
Click the gear icon (settings)
Select Edit Email Content and make your changes
Troubleshooting
Q: A waitlisted guest got an offer and a spot is open, but they still can't register. Why?
Check that the Accept registrations setting is turned on for the event. If this is off, no one — including waitlisted guests with valid offers — can register.
Sub-events
Q: Can an attendee be on the waitlist for multiple sub-events?
Yes. An attendee can join the waitlist for as many sub-events as they'd like. Each waitlist entry is managed independently.
Q: Can an attendee be on the waitlist for the same ticket type more than once?
No. An attendee can only have one active waitlist entry per ticket type per sub-event.
Q: What happens if a waitlisted attendee's main event registration is cancelled?
Their waitlist entries are automatically invalidated. The system will not send notifications to attendees whose main event registration has been cancelled.
Q: Does the waitlist work with private or approval-required events?
Yes. The waitlist respects the event's approval settings. Only attendees whose registrations have been approved can be on the waitlist and receive spot notifications.
Q: Does the waitlist work with all event types?
Yes — open, moderated, and invite-only events all support the waitlist. The only prerequisite is that the event has a maximum capacity set.