Before guests can join a waitlist, you need to enable it in your event settings. The setup takes a few minutes and involves three decisions: setting a capacity limit for your event, choosing whether spots are offered automatically or manually, and deciding how long a guest has to claim their spot once notified.
How it works
Step 1 — Set a capacity limit
Go to Event Settings → Guests & Registrations → Guests and capacity → Maximum guests limit and enter the maximum number of guests your event can accommodate (e.g., 120).
The waitlist only kicks in when a capacity limit exists. Without one, the toggle has no effect — there's nothing to "overflow" from.
Step 2 — Enable the waitlist toggle
In the same section, turn on Allow guests to join waitlist.
Step 3 — Choose the processing mode
Select how you'd like open spots to be handled:
Automatic — When a spot opens up, the system finds the next eligible guest on the waitlist and sends them a registration link automatically. No admin action needed.
Manual — When a spot opens up, you get notified and choose which guest to invite. This gives you full control over who gets priority.
You can change the processing mode at any time — even after guests have joined the waitlist.
Step 4 — Set the notification expiry
Define how many hours a guest has to register after receiving their invitation email. The default is 24 hours. If the guest doesn't register within this window, the spot is automatically offered to the next person in line.
Note: You can enable the waitlist for any event type — open, moderated, or invite-only. The toggle is visible even before a capacity is set, but the waitlist won't activate until a capacity limit exists.
For sub-events
If your event has sub-events (breakout sessions, workshops, networking dinners), each sub-event can have its own waitlist with independent settings.
Go to the Sub-Events section of your event
Select the sub-event you want to manage
Set a guest limit for the sub-event — the waitlist won't work without one
Toggle Enable waitlist for this sub-event to ON
Optionally override the processing mode and notification expiry hours at the sub-event level if you want different settings from the event-level defaults
Tip: You can enable the waitlist for high-demand sub-events (like keynotes or popular workshops) while leaving it off for others. Each sub-event is controlled independently.
FAQs
Q: Can I enable the waitlist before the event is full?
Yes. Turning on the toggle just makes the waitlist available. Guests won't see the "Join Waitlist" button until the event actually reaches capacity.
Q: What happens if I change the processing mode after guests are already on the waitlist?
The change takes effect immediately for any new open spots. Guests already on the waitlist aren't affected — they stay in the same order.
Q: Can I change the expiry time after spots have already been offered?
The new expiry applies to future offers only. Any offers already sent keep the original deadline.
Q: Can I set different processing modes for different sub-events?
Yes. Each sub-event can override the event-level processing mode and notification expiry. For example, you could use automatic mode for most sub-events but manual mode for a VIP dinner where you want to control who gets priority.
Q: Can I switch between Manual and Automatic mode after the waitlist is active?
Yes. If you switch from Manual to Automatic, the system begins processing the queue automatically going forward. Switching from Automatic to Manual pauses automatic processing — you'll need to manually notify attendees from that point on.
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