This article explains how to set a guest limit, activate the waiting list, and determine what happens to registrations once all places are occupied.
REQUIREMENTS
Before you start, you need:
- Access to the event settings
- an email template assigned to the Waiting List status so that waiting guests can be notified
SET UP A GUEST LIMIT AND WAITING LIST
- In the event, open the Settings tab.
- Select the Limits field.
- Enter the desired guest limit and specify which statuses should be included in the capacity calculation.
- Activate the waiting list and, if required, set a maximum number of guests on the waiting list.
- Under “When the guest limit is reached”, select the desired mode.
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Note: The field for the maximum number of guests on the waiting list can be left empty. Registration will then remain open for as long as you want. |
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Important: Create the email template for the waiting list notification and assign it to the Waiting List status. Without this template, guests will not know that they are on the waiting list. |
WHEN THE GUEST LIMIT IS REACHED
| Mode | Behaviour when the limit is reached |
|---|---|
| Waiting guests first, manually | New registrations receive the Waiting List status. You decide yourself who moves up from the waiting list. This is the default setting. |
| First come, first served | New registrations are confirmed as long as places are available. Only then does the waiting list take effect. |
| Tip: If new registrations receive the Waiting List status even though places are still available, first check the selected mode. To confirm guests in registration order, select “First come, first served”. |
PRACTICAL EXAMPLE
Assume that you define a guest limit of 500 people and specify that only guests with the Confirmed status should be included in the capacity calculation.
Without an activated waiting list registration closes as soon as 500 guests have successfully registered. If one person subsequently cancels, registration opens again because a place is available.
With an activated waiting list all further registrations from the 500th confirmation onwards receive the Waiting List status and a corresponding notification by email. This prevents registration from repeatedly closing and reopening.
SET THE WAITING LIST STATUS MANUALLY
You can set the Waiting List status anywhere a guest status can be set: in the guest list, in the guest details, via bulk actions, during import, via the API, and in workflows. A guest limit or an activated waiting list is not required for this.
The status alone does not trigger any automation. The selected mode exclusively controls how new registrations are handled. You can therefore also use the status purely as a working status if you organise your list manually.
| Important: The guest limit applies equally across all methods. If you try to set a guest to a countable status beyond the limit, the action is rejected and the possible next steps are shown: adjust the limit or place the guest on the waiting list. |
MOVE GUESTS UP FROM THE WAITING LIST
Automatic movement up from the waiting list is not provided.
When places become available, manually change the relevant guests from the Waiting List status to Confirmed.
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Note: The selected mode controls registrations via the landing page and API. In the guest list, you can add or confirm guests at any time as long as places are available. |
HAVE QUESTIONS?
If you have any questions, our Customer Service Team is available to assist you.