Waitlists

Waitlists allow attendees to join a queue when your event is fully booked. When spaces become available through cancellations, you can offer them to people on the waitlist.

What are Waitlists?

When your event reaches capacity, the waitlist feature lets interested attendees join a waiting list. This ensures:

• You capture demand beyond your capacity
• Cancelled spots can be quickly filled
• Attendees know they're in line for a space
• You can gauge interest for future events

Enabling Waitlists

To enable waitlists for your event:

1. Open your event
2. Go to Settings
3. Find Waitlist Settings
4. Toggle Enable Waitlist to ON
5. Configure waitlist options:
   • Maximum Waitlist Size – Limit total waitlist spots (optional)
   • Auto-notify – Automatically email waitlisted attendees when spots open
6. Save changes

Once enabled, a "Join Waitlist" button appears when the event is fully booked.

How Waitlists Work

For Attendees

When an event is full:

1. Attendee clicks Join Waitlist instead of Book Now
2. They provide their details (name, email, etc.)
3. They receive a confirmation email
4. They're notified if a spot becomes available

For Event Hosts

When someone cancels:

1. A space becomes available
2. System identifies the next person on the waitlist
3. You can offer them the spot (manually or automatically)
4. They have a limited time to accept

Managing the Waitlist

To view and manage your waitlist:

1. Open your event session
2. Go to Waitlist tab
3. See all waitlisted attendees in order:
   • Position in queue
   • Name and contact details
   • Date they joined
   • Status

Waitlist Actions

Offer a Spot

1. Select an attendee from the waitlist
2. Click Offer Spot
3. They receive an email with a booking link
4. They have 24 hours to complete booking (configurable)

Remove from Waitlist

1. Select an attendee
2. Click Remove
3. Confirm removal
4. They're notified they've been removed

Move Position

1. Select an attendee
2. Use Move Up or Move Down
3. Adjust their position in the queue

Automatic Waitlist Processing

Enable automatic processing to streamline the process:

1. Go to Waitlist Settings
2. Enable Auto-offer Spots
3. Set Response Deadline (e.g., 24 hours)

When enabled:

• System automatically offers spots to next person in line
• They receive a booking link via email
• If they don't respond within the deadline, offer goes to next person
• Process continues until spot is filled

Waitlist Notifications

Confirmation Email

Sent when someone joins the waitlist:

• Confirms their position
• Explains what happens next
• Provides contact information

Spot Available Email

Sent when a space becomes available:

• Notifies them a spot is available
• Includes booking link
• Specifies deadline to book

Best Practices

• Enable Early – Turn on waitlists before your event is likely to fill
• Set Clear Expectations – Tell attendees their realistic chance of getting in
• Respond Quickly – Offer spots promptly when they become available
• Use Auto-process – Save time with automated spot offers
• Follow Up – Contact waitlisted attendees about future event dates
• Track Data – Use waitlist numbers to plan additional events

Troubleshooting

Attendees can't join waitlist?

• Check waitlist is enabled
• Verify waitlist capacity not reached
• Ensure event hasn't passed

Spot offers not being sent?

• Check auto-offer settings
• Verify email settings are correct
• Check attendee email addresses are valid

For questions about waitlists, contact support@medtribe.com.