Waitlist for events

It is possible to add a waitlist to an event, so that spots can be filled again if they become available.

Participant types with limitations

The organizer defines the different participant types (e.g., “Standard,” “VIP,” “Student”) and the maximum number of available spots for each type. 

Waitlist activation

For a participant type, the organizer can choose whether the waitlist should be active or not.

Registration for waitlist

When a participant type is sold out, the user gets the option to sign up for the waitlist for that particular participant type. The registration includes contact information (name and email) and the number of spots desired. 

Communication/management

• Manual: The organizer contacts the next person on the waitlist by selecting “send link” when spots become available.
• Automatic: The system automatically sends an email to the first person on the waitlist for the given ticket type. The message contains a link to purchase the ticket within a given deadline (24 hours). If the person does not respond within the deadline, the ticket moves on to the next person on the waitlist. This automation runs until the registration deadline for the event is reached. Afterwards, it can be done manually if desired.

 

Setting up a waitlist

1. Log in to your organizer profile on event.it
2. Click on Events / My events in the menu on the left
3. Click on the event for which you want to activate a waitlist in the list
4. Click on participant types and select “Administer participant type“
5. Click on the large gear icon at the top right. You can now activate the waitlist for one or more participant types
6. Save your changes and return to the event list where you will now see a new item called “Waitlist administration.”

 

Managing the waitlist

1. Log in to your organizer profile on event.it
2. Click on Events / My events and select the relevant event
3. Click on Waitlist administration
4. Click on Waitlist settings to change general settings
5. Edit individual participants by clicking on the row – or select multiple with the checkbox to the left for bulk actions (re-invite / delete)