Having a waitlist is an excellent way to ensure that your event stays sold-out even when there are last minute cancellations. This article illustrates how you can enable the waitlist function, design the automated waitlist invitation email, and manage who gets to receive it.
To enable the waitlist function, head to the Registration Website Form Section page within your correct Event Workspace. Click on ‘Notifications’ followed by ‘Ticket Class Full Message’. Turn on the switch labelled ‘Add guests to waitlist when they sign up after an event or ticket class is full’ and click ‘Save’ for your waitlist to be enabled.
Personalizing The Automated Waitlist Success Invitation Email
The Automated Waitlist Success Invitation is exactly what its name suggests. It is an automated invitation email that will be sent to guests who have been invited from the waiting list. Once you have enabled the waitlist function, you’ll be prompted to design this email. Head over to the Communication Channel Control Panel and click on the ‘Automated Waitlist Success Invitation’ to do so.
Step 1. Giving Your Email A Subject
Give your email an appropriate subject in the field provided under ‘Subject’.
Step 2. Attaching Files (Optional)
If you have any files to attach, feel free to do so under ‘Attachment’.
Step 3. Designing Your Email
Check out Step 5 of this article to find out the design elements and options that are available in the invitation email designer.
Don’t forget to click ‘Save’ once you are done.
Viewing Your Waitlist
There are two ways in which you can access your waiting list:
Event Reports - Overview
For your convenience, we have added the waiting list to the Reports Overview section under the ‘Waiting List’ tab. You can access it by clicking on ‘Event Reports’ > ‘Reports Overview’ in your Event Menu.
Event Reports - Registration
The second way to see your waiting list is via the registration reports page. In your Event Menu, click on ‘Event Reports’ > ‘Registration’. Then, select the tab titled ‘Waiting List’.
Understanding Your Waitlist
In your waitlist, you will be able to see the guests who are in it, their email addresses, ticket classes, and statuses. The statuses and what they mean are summarized in the table below:
Moderating Waitlisted Guests
An ‘Invite’ text button can be seen beside the guests whose statuses are ‘Pending’. Click on the button along the row of the guest you would like to approve to send him/her the waitlist success invitation email.
Once that action is carried out, the guest’s status will now reflect ‘Invited’. Note that the guest will also be added to your Invitee List under the Invitation class, 'Waitlist'.
If the guest complete his/her registration, his/her status will be changed to 'Registered' and he/she will then be added to your Attendee List. If the guest declines the invitation, his/her status will be changed to 'Declined'.
Removing Guests From Waiting List
If an Invited waitlist guest is taking too long to accept your invitation, you can remove them to revoke your invitation (the registration links in their email will expire). To remove guests from the waiting list, simply click on the 'Remove' text button at the end of their respective rows.
Do note that as long as there are Pending or Invited guests on your waiting list, your event will remain full and the waiting list will remain opened.