Waiting List (V1)

The "Waiting list" module was developed to help you efficiently manage fully booked events. Instead of turning away interested guests, you can collect their data and manually invite/register them to the event if spaces become available.

Define limits

To be able to use the waiting list, your event must have an active registration process and set limits.

Go to the "Event settings" and open the "Limits" tab to store your general or group-specific registration limit. Further information on the limits can be found here.

Activate waiting list

To allow your participants to put themselves on the waiting list as soon as your event is full, you must first activate the function in your rsvp settings.

To do this, navigate to "Guest management" and select "Forms". Click on the gear icon at the top right to access the "RSVP settings", activate the "Enable waiting list form" toggle and confirm this via the "Save & close" button.

Define notifications

In the "Registration form settings", you will now find the "Waiting list" tab under "System notifications".

In this tab, you can now define the new system notifications "Sign up for the waiting list" and "Waiting list confirmation".

The text "Sign up for the waiting list" appears in your form as soon as the registration limit of your event is reached. The text "Waiting list confirmation" appears as soon as a participant has successfully placed themselves on the waiting list of your event.

Create form

As soon as you have activated the waiting list in your form settings, the waiting list form appears at the very bottom of your forms.

You can now design this exactly like any other form in evenito and insert the necessary contact information fields and additional questions.

To save time, you can copy the structure of your registration form into your waiting list form with a click on the "Copy from main form" button.

Further information on form creation can be found here.

Set up messages

By activating the waiting list, two additional message types are now available for use.

You have the option to create a "Waiting list confirmation", which is sent automatically as soon as a participant has placed themselves on the waiting list, and you can set up the "Waiting list invitation", which you can send manually as soon as you want to invite a participant from your waiting list to your event due to a space becoming available.

To set up your messages, proceed as described here and select the corresponding type for your waiting list message in the settings of the message, in the "Type" dropdown.

Further information on setting up your message can be found here.

The participant journey

As soon as the defined limit of your event is reached, the registration process for your participants adjusts automatically:

• The standard registration button on your website changes automatically to "Join the waiting list".

• Your participants are greeted with the system notification you defined under "Sign up for the waiting list" (e.g., "Registration is full. Would you like to join the waiting list?").

  
  
  

• After submitting the form, your participants receive the "Confirmation for waiting list" on the screen and, if configured in the communication menu under "Messages", an automated email "Waiting list confirmation".

  

Manage participants

All contacts who place themselves on the waiting list are displayed in your contact list with the status "Waitlisted".

Manually place participants on the waiting list

You can also place a contact on the waiting list yourself by clicking on the registration status of the contact in the contact overview and selecting the status "Waitlisted". Subsequently, a window opens in which you can decide whether you only want to change the status of the participant (click on "Confirm & don`t send") or whether you want to send your set up message for the waiting list confirmation (click on "Confirm & send").

Invite/register participants to the event

To now invite a participant who is on the waiting list to your event, click on their registration status and change it from "Waitlisted" to either "Waitlisted invited" or "Registered".

• If you select "Waitlisted invited", you will be asked if you want to send the "Waiting list invitation" message.

• If you select "Registered", a pop-up asks if you want to send your set up "Registration confirmation".

Current restrictions

To ensure a smooth process, please note the following technical restrictions:

• Manual invitation: Guests are not automatically moved up when a space becomes available; the event manager must trigger this manually.

• Limit conflicts: You can use either a general event limit or group limits for the waiting list logic, but these cannot be combined.

• No companions: The waiting list form currently does not support the function for companions ("Plus-one").

• Ticketing: The waiting list form does not work in connection with the Ticketing module.

• Hospitality: The waiting list form does not work in connection with the Hospitality module.