Event Waitlist

The Event Waitlist lets visitors register their interest when your event sells out. When tickets become available again, everyone on the list is emailed automatically – and you can also send personal invitations to individuals on the list.

To see the list go to your Dashboard, hover the Actions button on the event and choose View Waitlist. You can also click the waiting list figure shown on the event in your dashboard.

You must be the organiser of the event to see this page, though you can give other people access by listing them in the Administrator Emails option in your Event Settings. If your credit balance is negative, access is restricted until you top up into positive credits.

Turning the Waitlist On #

The waitlist is enabled per event in the event editor – tick Waitlist Enable in the ticket settings. You can also change the label of the message field people fill in when they join (the default is Further Information, but you might change it to something like How many tickets do you need?).

There is also a Waitlist Invitation Override option. With this on, people you invite can still buy tickets even after the event has sold out with the waitlist itself turned off.

How it Works for Visitors #

When tickets for your event are sold out, a Join Waiting List button appears on the event page. Visitors enter their name, email address, the tickets they want and an optional message, and receive a confirmation email (you get a copy too).

When tickets become available again, eg because an order is cancelled, everyone still waiting is emailed automatically to say tickets are back on sale – first come, first served. Every waitlist email contains an unsubscribe link, and anyone who buys a ticket is marked as bought so they stop getting reminders.

The Waitlist Table #

The page shows how many people are currently waiting, then lists every entry:

• Name – click it to edit the entry (see below)
• Email – their email address
• Tickets – the tickets they asked for
• Further Information – the message they left (the column heading uses your custom label if you set one)
• Date – when they joined the list (or unsubscribed)
• Del – delete the entry (see below)
• Invite – send them a personal invitation to buy (see below)
• Status – blank while they are waiting, then Invited, Bought or Unsubscribed

Rows are colour coded by status: bought entries are green, invited are violet and unsubscribed are pink.

[Screenshot: the Event Waitlist table]

As with the Orders and Attendees tables, you can search, sort, choose which columns are shown, change the number of entries per page, and export the list as CSV, Excel, PDF or Print. See the Event Attendees guide for details.

Editing an Entry #

Click a person’s Name to open the edit popup, where you can change their name, email address, their message and their status (Active, Invited, Bought or Unsubscribed). A warning is shown at the top of the popup – only change this data if you know what you are doing.

Sending a Personal Invitation #

Click Invite next to someone to send them a personal invitation email with a link to buy their tickets straight away – even if the event is still sold out for everyone else. This is useful for VIPs, or for helping someone who contacted you directly.

Once an invite has been sent the link changes to Resend and the person’s status shows Invited. People who have unsubscribed cannot be invited.

[Screenshot: an entry showing Invited status with the Resend link]

Statuses Explained #

• Active (blank) – waiting for tickets
• Invited – a personal invitation has been sent to them
• Bought – they bought a ticket, set automatically when they purchase
• Unsubscribed – they clicked the unsubscribe link in a waitlist email. You are emailed when this happens

Deleting an Entry #

Click the bin icon and confirm to remove someone from the list completely.

Credits #

Each new registration on the waiting list costs 1 credit (credits cost double while your balance is negative). The automatic “tickets available” emails and personal invitations are free to send.