When your event sells out, visitors no longer just see a Sold Out message. They can leave their details to join a waitlist, and you can see everyone who signed up from the new Waitlist tab on your event.
When Does the Waitlist Appear?
The waitlist form appears automatically on your public event page when all of the following are true:
Every ticket for the event is sold out.
Ticket sales have not ended yet (the sales end date is still in the future).
The event has at least one visible ticket type.
There is no setting to switch on. If your event sells out while sales are still open, the form shows up on its own. If a spot frees up, visitors simply see the normal ticket options again.
How Visitors Join the Waitlist
On the sold-out event page, visitors see a Join Waitlist section with the note "This event is sold out. Leave your details to join the waitlist."
They enter their first name, last name, and email address.
They click Join Waitlist.
They see the confirmation "You've been added to the waitlist." and receive a confirmation email at the address they entered.
No account or login is required, so anyone who can view the event page can join.
Each email address can join an event's waitlist once. Capitalization does not matter, so [email protected] and [email protected] count as the same person. A second attempt shows "You are already on the waitlist for this event."
Viewing Your Waitlist
Go to Events and open the event.
Select the Waitlist tab, next to Registrations, Ticket Types, and Reminders. The tab shows a badge with the number of signups.
The table lists each signup with Name, Email, Joined date, and Status. Entries are listed oldest first — this is the order in which spots are offered.
How Spots Are Offered
Each entry has one of two statuses:
Waiting → The person has signed up and no spot has opened for them yet.
Spot available → A spot has freed up and this person is next in line.
When a ticket is refunded or cancelled, the person who has been waiting the longest automatically moves from Waiting to Spot available. One person is moved for each ticket that frees up, and that person receives an email with a direct link to the event page so they can register. Each spot is offered to one person only, in order.
Automatic Emails
The waitlist sends two emails on its own:
Join confirmation → sent as soon as someone joins the waitlist, so they know their signup went through.
Spot available → sent to the next person in line when a ticket is refunded or cancelled, with a link to the event page. It is sent once per freed spot.
These are standard transactional emails and are not part of your customizable email templates. No email is sent if ticket sales have already ended, since the person would not be able to register.
What the Waitlist Does Not Do
The waitlist records interest and tells you who to contact next. It does not complete the registration for you:
No email is sent once ticket sales have ended, even if a spot frees up.
No ticket is created and no payment is charged. The person still needs to register and pay on the event page as usual.
Waitlist entries are not registrations. They do not appear under Registrations or in your event reports.
The Waitlist tab is read-only. You cannot add, remove, or reorder entries from it.
A spot is not reserved for the promoted person. If someone else buys the freed ticket first, it is gone.
Recommended Workflow
Whenever you process a refund or cancellation, the next person on the waitlist is emailed automatically.
Open the event's Waitlist tab to see who has been marked Spot available.
If they have not registered after a while, follow up by email or message, since the spot is first come, first served.