Once the waitlist is enabled and the event reaches capacity, interested guests need a way to get in line. The waitlist supports two paths: guests can join on their own from the public event page, or an admin can add someone manually from the admin panel. Either way, the guest ends up on the same queue and receives the same confirmation.
How it works
Guests joining on their own
When an event is full, the event page shows a Join Waitlist button in place of the usual registration option.
Clicking it opens a short form asking for:
First name
Last name
Email address
Number of guests
Note: The number of guests entered here determines how many spots the guest will be offered when their turn comes. This cannot be changed during registration, so guests should enter the exact count.
After submitting, the guest sees an on-screen confirmation and receives a confirmation email with a link to manage their waitlist entry.
For sub-events
When joining the waitlist for a sub-event that has multiple ticket types (e.g., "General Admission" and "VIP"), the guest also selects the specific ticket they want. The waitlist tracks capacity per ticket type — so a spot opening up in "VIP" only notifies guests waitlisted for that ticket.
Note: An attendee cannot be on the waitlist for the same ticket type more than once, but they can join waitlists for multiple sub-events.
Admins adding guests manually
Sometimes a guest calls, texts, or emails asking to be added — or you want to track interest from an important attendee who hasn't signed up on their own. Admins can add anyone to the waitlist directly.
Go to the event's Waitlist tab
Click the + (add) button
Enter the guest's name, email, and party size
Click Add to Waitlist
The guest is added to the bottom of the list and receives the same confirmation email as if they'd joined themselves.
Reordering the waitlist
By default, guests are queued in the order they joined. But you can change the order — for example, if a VIP donor or board member should get priority.
Go to the event's Waitlist tab
Click View Details next to the guest you want to move
Click Edit Details
Adjust their waitlist position
Save the changes
The guest's new position takes effect immediately. In automatic mode, the system always offers spots based on the current order from top to bottom.
Example
The Homecoming Brunch is full, and Mike Johnson — a major donor — calls your office asking to be added. You add him to the waitlist manually from the admin panel. He's currently third in line, but given his importance to the upcoming capital campaign, you edit his position to move him to first. When the next spot opens, Mike gets the invitation email before anyone else.
FAQs
Q: Does the guest get notified when an admin adds them to the waitlist?
Yes. They receive the same confirmation email as guests who join on their own.
Q: Can I add multiple guests at once?
Currently, guests are added one at a time from the admin panel.
Q: Can guests see their position on the waitlist?
No. Guests only know that they're on the waitlist. The position is visible to admins only.
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: 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.
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