Created on 12 Mar 2025, Updated 04 Oct 2026 00:16

Registration & waitlist features

A comprehensive tool to manage pre-sales, sold-out lists, and special applications for your event. Accept registrations and invite guests with a personal ticket offer link.

A comprehensive tool to manage pre-sales, sold-out lists, and special applications for your event. Accept registrations and invite guests with a personal ticket offer link.

Uses for waitlists

• A pre-sales registration process for filtering attendees
• Hand pick attendees that you would like to invite to your event from your contacts
• Provide a registration form for crew, volunteers, and performers etc.
• Allow guests to register on a waiting list if your event sells out and notified them when tickets become available due to refunds or additional capacity is added to your event

You offer a fixed number of tickets with each registration. The customer can claim up to that number, but only in a single purchase using that offer. For example, if you send an offer for two tickets and the customer buys one, the remaining ticket is no longer available under that offer and capacity is returned to the waitlist.

Once your list is created, the size chosen for your list will be held from the public allocation and reserved for those added to your waitlist. This applies to Reserved waitlists — see Waitlist types below.

A waitlist is a reservation system. This means when you send an offer to someone, the system will reserve a ticket for them until they either purchase their ticket, pass it, or the offer expires. If the expiry is disabled, then the ticket offered will be reserved indefinitely.

Managing your waitlist

When a user is added to or registered on your list, you can send them an offer by email to claim a ticket within an optionally specified expiry time. You can then track the engagement of your invites by viewing the waitlist invites list. They will be sent a personal link to purchase a ticket. Only your number of tickets specified for that invite will be purchasable. Therefore, this link can't be shared publicly, securing the number of the number of invitations available for your event

You can also turn on automatic email notification so that as soon as someone is added to a list, they are automatically sent the ticket offer

Waitlist registration

Enable a registration form for each waitlist, which allows users with the link to the registration form to pre-register to your event in which you then approve or decline.

Waitlist types

There are three types of waitlist:

• Reserved — hand pick your attendees and send them an offer for reserved tickets. The size of the waitlist is held back from public sale so offers can always be fulfilled.
• Waiting list — if your event sells out, guests can join the list and be notified when tickets become available again. The size of a waiting list is not reserved.
• Resale — allows the secure exchange of tickets between guests wishing to sell and those looking for tickets to your event.

Waitlist settings

The following options are available when creating or editing a waitlist. Some options are only available for Reserved waitlists.

Details

• Name — a unique name for your waitlist.
• Waitlist colour — used for visual identification and a splash of colour on your admin pages.
• Type — the waitlist type (see above). The type can't be changed once the list is created.
• Size / capacity — the maximum number of guests that can be on the list. On Reserved waitlists this is also the number of tickets held back from public sale. This is usually set higher than the remaining tickets available, so guests can queue up for tickets.
• Turn on / off waitlist — pauses all waitlist functionality, including reserved tickets, the registration form, reminders and notifications. Turning a waitlist off may make reserved ticket types available for purchase on your event page again.
• Automatically turn on — automatically enables the waitlist when tickets sell out. It will not turn the waitlist off again when tickets become available.

Registration

• Enable registration page — allows attendees to join the waitlist via a registration link. You then approve or decline each registration.
• Registration page intro — optional text shown on the registration page, such as instructions or a brief description. It replaces the default instructions (maximum 800 characters).
• Tickets per registration — the maximum number of tickets that can be requested per registration. This is typically 1 or 2. If greater than 1, that number of tickets needs to become available before an offer can be sent.
• Allow multiple registrations — by default each email address can register only once across all waitlists on an event. Enable this to let guests use the same email address to register on multiple waitlists.
• Hide available tickets — ticket types are not shown on the registration page.
• Registration start date — the date and time the form will accept registrations. Leave blank to accept registrations straight away.
• Registration confirmation email text — additional text included in the email sent after a guest registers (maximum 800 characters). The merge tags @first_name, @event_name and @affiliate_link are available.
• Enable public registrations from the event page — shows a registration button on your event page. You can add a custom message before the button and customise the button text.
• Show registration button on ticket types — shows a registration button on each relevant ticket type on the event page, with its own optional button text.
• Admin registration notifications — selected team members receive a periodic summary of new registrations. A maximum of two emails are sent per day.

Form template

Select a Waitlist registration form template to collect extra information with each registration. Once the form has collected data it can no longer be changed. Turn on Unlock user-submitted data to allow editing of information guests have submitted — admins can always add or edit data for registrations they added themselves.

Contact list

Select a contact list to automatically add guests to when they register on the waitlist.

Offer expiry

Choose when offers expire:

• Time expiry — offers expire a set time after they are sent. The minimum is 12 hours.
• Fixed date — all new and existing offers expire on a set date and time.
• Never — offers don't expire and reminders are not sent.

A reminder is sent automatically 24 hours before an offer expires. When editing a waitlist, you can also choose to update the expiry date for all current offers. It's recommended to set the expiry a few days after offers are sent for a better chance of converting them into sales.

Offer email

Additional text included in the email sent when a guest is offered a ticket (maximum 800 characters). The merge tags, @first_name, @event_name, and @affiliate_link are available.

Automatic offers

Send offers to pending guests automatically as soon as tickets become available. Leave this off to approve and send each offer manually. Set an optional notification date to delay automatic offers until that date — left blank, offers are sent immediately.

Renewals

Allow guests to renew their expired offers themselves. Renewed offers return to pending at the front of the queue for manual re-offer, or are sent a new offer immediately if automatic offers are enabled and tickets are available.

Team access

Select which team members can access this waitlist. Event managers are always added automatically.

Ticket type selection

You can optionally restrict which ticket types can be purchased through each waitlist. Ticket types are grouped by session and section — tick the types you want to include.

How the selection works:

• Ticket types selected — offers sent from this waitlist are used to purchase the selected ticket types, and only those types are offered on the offer page. On Reserved waitlists, the reserved capacity is held back from public sale of the selected ticket types, so those tickets can't be bought by the general public.
• No ticket types selected — offers can be used to purchase any ticket type, and the waitlist's reserved capacity is held back from every ticket type — in effect, its tickets are held for the waitlist across the board.

The amount held back is the size of each waitlist that selected the ticket type, minus tickets already purchased through those waitlists. Each list only holds back the ticket types it can offer — its selected types, or all types when nothing is selected.

Hide other ticket types controls what guests see on their offer page when a waitlist has ticket types selected:

• On — only the selected ticket types are shown.
• Off — the selected types are shown, along with any other ticket types that aren't reserved by another waitlist. This is useful for add-ons such as car passes or child tickets that should be purchasable alongside the offered ticket.

When a waitlist has ticket types selected, ticket types that are selected on other enabled waitlists are hidden from its offer page. Donation, guest, secret and product ticket types can't be added to a waitlist.

Example: crew and main sale waitlists

Say your event has a Crew ticket type and a General admission ticket type.

1. Create a "Crew" waitlist and select only the Crew ticket type. Offers sent from this list will only offer Crew tickets.
2. Create a "Main sale" waitlist and select only the General admission ticket type. Offers sent from this list will only offer general admission tickets.

Crew members will never see general admission tickets on their offer page, and guests on the main sale list will never see the Crew ticket type. Each list's reserved capacity is held back from the public allocation of its selected ticket type — the Crew list holds back Crew tickets, and the main sale list holds back general admission tickets.

If you instead left the ticket types unselected on both lists, offers could be used on any ticket type, and each list's reserved capacity would be held back from every ticket type.

Offer status

During the lifetime of an invitation, it will move through various states:

• Pending New or renewed registration waiting to be sent.
• Notified The user has been sent the ticket offer
• Interested The user has clicked the interested button in the ticket offer, indicating they are considering purchasing a ticket but have not yet purchased. The offer is still valid
• Purchased The offer has been claimed and ticket(s) were purchased
• Passed The user has passed on the offer and the invite is no longer valid
• Expired The ticket offer has expired and is no longer valid. However, it can be renewed and resent by you or if enabled, renewed by the user, which will set their offer back to pending
• Cancelled The offer has been cancelled by an admin user. It can be reverted, renewed and resent to the guest

Passed, expired, pending and registered ticket offers aren't counted towards the total of available spaces. As soon as a ticket expires or is passed, your list will gain a space, so new guests can be added or registered.

You can view the status of all invites by clicking the manage list button on the waitlist summary card.