Event waitlists manage events that reach full capacity. This feature helps tourism operators capture interest, manage oversubscription, and maximise attendance by filling cancellations, optimising resource allocation and providing insights for future planning.
Accessing this feature
To manage event waitlists:
Go to Events.
Choose the specific event you wish to manage by clicking on its title.
Within the event details page, select the Waitlist tab.
How to use it
Efficiently manage your event waitlists by following these steps:
Enable Waitlist for an Event
From the Waitlist tab of your chosen event, locate the "Enable Waitlist" toggle.
Switch the toggle to On. This action activates the waitlist functionality for the event.
When the event reaches its defined capacity, new registration attempts will automatically be directed to join the waitlist.
Configure Waitlist Settings
Waitlist Capacity: Specify the maximum number of individuals or groups that can join the waitlist. Leaving this field blank typically allows an unlimited waitlist.
Automatic Spot Release:
Enable Auto-Release: Toggle this option On to automatically notify and offer available spots to waitlisted individuals when a spot opens up (due to cancellation or an increase in event capacity).
Offer Expiry Time: Set a timeframe (e.g., 24 hours) within which an offered spot must be accepted. If not accepted within this period, the spot will automatically be offered to the next person on the waitlist.
Notification Preferences: Customise the email templates used for waitlist confirmations, spot offers, and offer expiry notifications. Ensure your contact details and branding are consistent.
Manage Waitlist Registrations
The Waitlist tab displays a comprehensive list of all individuals or groups who have joined the waitlist, presented in chronological order of registration.
Each entry shows attendee details, registration timestamp, and current status (e.g., "Waiting," "Spot Offered," "Registered," "Declined").
You can manually add attendees to the waitlist if required, or remove entries that are no longer valid.
Release Spots to Waitlisted Attendees
Automatic Release: If "Automatic Spot Release" is enabled, the system will automatically process and notify the next eligible person on the waitlist when a spot becomes available.
Manual Release: To manually offer a spot:
Select the individual from the waitlist you wish to offer a spot to.
Click the "Offer Spot" button associated with their entry.
A notification email will be sent to the attendee, inviting them to register for the event.
The offer will respect the configured "Offer Expiry Time."
If the attendee accepts and registers, their status will update to "Registered."
If they decline or the offer expires, their status will update accordingly, and the spot can then be offered to the next person.
Monitor and Report
Regularly review the Waitlist tab for real-time status updates.
Use the export functionality to download waitlist data for in-depth analysis, reporting, or integration with other systems. This data includes registration details, timestamps, and status changes.
Edit or Remove Waitlist Entries
To edit an attendee's waitlist details, select the entry and modify the relevant fields.
To remove an attendee from the waitlist, select the entry and click the Delete option. Confirmation will be required.
Tips
Set Clear Expectations: Clearly communicate to potential attendees that joining the waitlist does not guarantee a spot, and outline the process for spot offers.
Timely Spot Releases: Act promptly when spots become available. Swift action ensures that interested attendees have sufficient time to register and minimises the risk of losing their interest.
Monitor Demand: Regularly review waitlist numbers to gauge interest and assess if additional event dates or capacities should be considered for future planning.
Optimise Offer Expiry Times: Strike a balance with your offer expiry time. Too short may lead to missed opportunities, while too long can delay the process for others. Consider the nature of your event and typical response times.
Maintain Accurate Contact Information: Ensure waitlisted individuals provide accurate and current contact details to facilitate effective communication regarding spot offers.
Review Settings Periodically: Revisit your waitlist capacity and automatic release settings before each event to ensure they align with the event's objectives and anticipated demand.
Use Data for Insights: Export and analyse waitlist data to understand peak demand periods, popular event types, and to refine your event planning strategies.
Need help?
For further assistance, contact us at [email protected]