The waitlist isn't just a list — it's an active queue that responds whenever event capacity changes. When a spot opens up, the system (or the admin, depending on the processing mode) identifies the right guest and sends them a time-limited invitation to register. This article covers what triggers an open spot, how each processing mode handles it, and the priority rules that protect waitlisted guests.
What triggers an open spot?
A spot becomes available whenever the event's available capacity increases. This can happen in three ways:
Cancellation of a registration
If one or more guests cancel their registration, those spots become available.
Example: Michael registered for the Annual Alumni Dinner with three guests but later canceled his registration entirely. Those four spots are now offered to the next waitlist guest.
Reduced guest count in an existing registration
A guest might edit their registration and reduce the number of attendees. The released spots go to the waitlist.
Example: Jennifer originally registered herself and two friends. Later, she updates her RSVP to just herself. Two spots open up, and the system immediately offers them to the waitlist.
Manual increase in event capacity
An admin can increase the overall event capacity. The additional spots are offered to waitlist guests first.
Example: The Homecoming Brunch was capped at 100 guests, but demand was higher than expected. The event admin raises the limit to 120. The 20 new spots are automatically offered to waitlist guests before new registrations are allowed.
Important: When a spot opens up, regular attendees who are not on the waitlist cannot register as long as there is a waitlist guest whose requested guest count fits the available spots and whose offer hasn't expired. Waitlisted guests always have priority.
How spots are offered
Automatic mode
In automatic mode, the system handles everything without admin intervention:
A spot opens up
The system scans the waitlist from top to bottom
It finds the first guest whose party size is less than or equal to the available spots
That guest receives an email with a unique registration link and a deadline to register
If the guest registers in time, they move to the Responded tab. If they don't register before the deadline, their entry moves to the Offer Expired tab, and the system automatically offers the spot to the next eligible guest.
Note: A guest whose offer has expired will not receive another automatic notification. To get back in line, the guest can click their expired link and choose to rejoin the waitlist themselves. Alternatively, an admin can move them back to the Waitlist tab or send them a direct invitation.
Manual mode
In manual mode, the admin stays in control:
A spot opens up
The admin receives an email notification that capacity is available, along with details of the top eligible waitlist guests
The admin goes to the Waitlist tab, reviews the list, and chooses which guest to notify
The admin clicks Notify of an open spot for the selected guest
The guest then receives the same invitation email as in automatic mode — with a registration link and a deadline.
From this point, the process is the same: if the guest registers in time, they move to Responded. If they don't, the offer expires, and the admin must manually trigger the next notification.
In manual mode, there's no restriction on the order — the admin can offer a spot to any guest on the list, regardless of when they joined. This is useful when you want to prioritize specific guests.
For sub-events
For sub-events with multiple ticket types, spots are tracked per ticket. When a spot opens up in a specific ticket type, only guests waitlisted for that ticket are notified. In manual mode, the admin receives an alert with details of the top 3 eligible waitlist registrations for that ticket.
Example
The Spring Gala is set to manual mode. Two spots open up when a guest cancels. The event admin sees the notification, opens the Waitlist tab, and notices that Maria Gonzalez — the university president's assistant — is third on the list. The coordinator offers the spot directly to Maria rather than the guests ahead of her. Maria receives the email and registers within the hour.
FAQs
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 in manual mode?
Yes. You can select and notify multiple guests simultaneously in manual mode.
Q: Does the notification expiry apply the same way in both modes?
Yes. Regardless of the mode, the guest has the same amount of time (set in your event settings) to register after being notified.
Q: What happens if I increase the capacity of a sub-event that has a waitlist?
In automatic mode, the system immediately detects the new capacity and begins notifying eligible waitlisted attendees. In manual mode, you'll receive an admin notification alerting you that capacity is now available, along with the top eligible registrations.
Q: Where can I customize the waitlist notification emails?
Go to the Guest Communication tab for your event. You'll find templates for Waitlist Confirmation and Waitlist Spot Available. Be careful not to edit or remove merge tags — these ensure the correct event and guest details are included.