When the maximum number of registrations for your event is reached, you can allow remaining invitees to register via a waitlist.

As an organizer, you decide:

Whether reserves are automatically added when a spot becomes available.
Or if you prefer to manage this manually.

Important to know

The waitlist can only be tested after activating the event via ‘Activate Event’.
The waitlist is automatically activated once the maximum number of access tickets is reached.
The waitlist is:
- Only available as an add-on to your license.
- Also available separately for an additional fee.
- Not available for paid tickets.
- Cannot be combined with guest registration on the same event.

To activate the waitlist, please contact [email protected]. If the waitlist has already been purchased, activate the add-on via Settings Module → Advanced and check “Yes” for the question: “Would you like your invitees to be able to sign up for the waiting list once the maximum number of registrations has been reached?”

How the maximum number of registrations works

Example:

You set a maximum of 200 participants for your access ticket.
The 200th person completes the registration form successfully → the event is considered full.

What happens next?

If someone accesses the registration form at that moment → the waitlist is automatically shown.
If a registration is not completed → the reserved spot is automatically released after 45 minutes. The total number of registrations then decreases (e.g., to 199).

Manual waitlist note:

The released spot is not automatically offered to someone on the waitlist.
You must manage this manually.

Please note

The waitlist always applies to all access tickets within the event (cannot be set per individual ticket).
Reserved registrations are counted in the total via the Ticket Module.
After the registration deadline, the waitlist continues to fill automatically. → Choose manual if needed.

Disabling the waitlist

When you disable the waitlist:

The ‘Waitlist’ tab in the Registration Module disappears.
People already on the waitlist are still saved.
They are marked with a red dot.
You can no longer filter by waitlist.

Registration flow for invitees

The invitee clicks the registration link.
The invitee selects the ticket ‘Reserve Waitlist’.
The message that the maximum is reached can be adjusted via:
Website Module → Pages → Register → Registration Texts → "Waitlist registration text".
The invitee fills in their registration details.
The invitee automatically receives a confirmation email for the waitlist.

In the Registration Module, "Registered" and "Reserves" are displayed separately.

Automatic or manual filling

Manual:

You move a reserve to “Registered” yourself.
Click the pencil icon next to the name.
Uncheck "Waitlist" to register the person officially.
Click "Save".
In the pop-up, choose "Yes" when asked if you want to send an email confirmation.
The person receives the official registration confirmation.

Automatic:

The first reserve (top of the list) is moved automatically.
Availability is checked every 5 minutes.
The person automatically receives the official registration confirmation.

Waitlist emails

In the Mail Module, two emails are automatically available:

Waitlist confirmation → sent when someone registers on the waitlist.
Registration confirmation → sent when someone is moved from reserve to registered.

Both emails can be customized.

Workshops in combination with the waitlist

How it works:

The waitlist is activated once the maximum number of spots for the access ticket is reached.
Workshops often have their own maximum number of spots.
When someone registers on the waitlist:
- They can still select a workshop.
- Only if spots are available.
- The workshop spot is immediately reserved.
- Even if the person is still on the waitlist.

This can affect your overall capacity.