Waitlist Tickets

You can create a waitlist ticket option either after your event hits capacity or in advance, whichever suits your workflow best.

Create the Waitlist Ticket

1. Navigate to your admin dashboard and click the "Ticket & Registration" tab.
2. Click "Add ticket" and give it a clear name (e.g., "Waitlist Ticket").
   • Optional: To keep things organized for your attendees, you can create a dedicated category. Click "+Ticket Type" to create a category like "Waitlist Options". Drag and drop your new waitlist ticket under this new category type. This houses these tickets in a separate section of the registration window.
3. Select "Waiting List" from the ticket type dropdown menu.
4. Save your changes.

What the Attendee Sees

When a user registers for a waitlist ticket, they will not receive a standard confirmation email with a QR code. Instead, they will receive a message explaining that they are on the waitlist and will be notified if a spot opens up. If you would like to add any additional messaging, you can include this in the "Ticket type message" field in the ticket settings. This message will show up on both the registration window as well as the waitlist confirmation email.

Manage Cancellations

When a registered attendee notifies you that they need to cancel, you must manually release their spot:

1. Go to "View Confirmed Tickets".
2. Find and click on the user’s registration.
3. Select Cancel Ticket(s).

Notify and Register Waitlisted Users

Once a spot opens up, you can notify your waitlist. Note: The system does not feature an automated email tool for waitlists, so you will need to contact them externally.

Before reaching out, choose one of the three methods below to get them registered:

Method A: Manually Issue the Ticket

If you want to handle registration yourself, ask the waitlisted user to reply to your email confirming they still want to attend.

1. Go to "View Confirmed Tickets".
2. Click "Issue ticket".
3. Fill out their details manually.

Method B: Use a Promo Code and New Hidden Ticket

To allow the waitlisted user to register themselves through a secure link, you can create a hidden ticket that is only revealed with a specific promo code:

1. Add a new ticket in the "Ticket & Registration" tab.
2. Click "Additional ticket options", scroll down to the "Settings" section and check the Hidden box. Save your changes.
3. Scroll to the "Promo Codes" section and click "+Promo code".
4. Enter your desired code and select the hidden ticket under Associated Tickets.
   • Optional: Set an expiration date or limit the number of uses.
5. Email the code to your waitlist. When they enter it at registration, the hidden ticket will appear.

Method C: Use a Promo Code and Existing Ticket

If you prefer to keep all final registrants under the exact same ticket type rather than creating a new one:

1. Click the pencil icon next to the original ticket that just reached capacity.
2. Click "Additional ticket options", scroll to "Settings", and check the Hidden box.
3. Adjust the number of tickets available to accommodate the new openings, then save.
4. Create a promo code (following the steps in Method B) and associate it with this now-hidden original ticket.
5. When the waitlisted user enters the promo code, the original ticket option will reappear just for them.