Overview
A waitlist lets participants join a queue when a ticket has sold out, instead of losing them to a “sold out” message. When a place frees up — someone cancels, or you increase capacity — the next person in line is offered the spot. You set a waitlist up per ticket and choose how places are handed out.Acceptance waitlist
When a place opens up, the next participant gets a time-limited invitation
and has to complete their booking before it expires (24 hours by default).
Works for paid and free tickets.
Instant waitlist
When a place opens up, the next participant is booked in automatically — no
action needed from them. Only available for free tickets.
Setting up a waitlist
A waitlist sits on top of a ticket that has a capacity limit. You duplicate the ticket you want to waitlist, give it a capacity and a booking form, then turn the waitlist on and pick a mode. When you duplicate an event, the waitlist setup is copied across but left turned off, and any dates are shifted to line up with the new event — re-enable the waitlist on the new event’s ticket when you’re ready.1
Open the Tickets tab
From your event, go to the Tickets tab in the event setup area.
2
Duplicate the ticket you want to waitlist
Click the ellipsis menu (…) on the ticket row and choose Duplicate.
3
Rename the duplicated ticket
Clear the title field, enter a new name, then click Update → Save → Confirm
changes → Confirm.
4
Set a capacity
Switch to the Capacity tab, add a new capacity rule, choose Ticket as
the type, link your new ticket, and set the number of places. A waitlist only
makes sense on a ticket with a capacity — that’s the limit people queue
behind.
5
Add a booking form
Switch to the Forms tab, add a new form, give it a name, select the
ticket, enable booking, and save.
6
Turn the waitlist on
Back on the Tickets tab, edit the ticket and toggle Enable Waitlist
on. The toggle is only available once the ticket has been saved and has a
capacity set, and it is not available on Application-type tickets.
7
Choose how places are handed out
Pick Acceptance waitlist or Instant waitlist. Once the waitlist is
open, this choice is locked — switching how places are handed out midway
would be unfair to people already in the queue. Turn the waitlist off first
if you need to change the mode; turning off a live waitlist asks you to
confirm before the change takes effect.For Acceptance, set:
- Acceptance deadline — how long each participant has to complete their booking after receiving an invitation: 24 hours, 48 hours, 72 hours, or 1 week. The default is 24 hours.
- Minimum tickets per application — the fewest places a participant can claim from a single invitation.
- Maximum tickets per application — the most places a participant can claim from a single invitation.
8
Set a closing date for the waitlist (optional)
Set Join waitlist end date and time — the point after which participants
can no longer join the queue. Leave blank if you want the waitlist to remain
open until you close it manually.
9
Set a last possible registration date (optional)
Set Last possible registration date and time — the hard deadline by
which all outstanding invitations must be completed. Any invitation still
open after this point expires automatically. Leave blank if you don’t need a
fixed cutoff.
10
Save
Click Update → Save → Confirm changes → Confirm.
How the queue works
- People are offered places in the order they joined the queue — first in, first offered.
- You can move a specific person to the front of the queue from the Applications view if you need to prioritize them.
- Acceptance: each invitation expires after the deadline you set — 24 hours, 48 hours, 72 hours, or one week (24 hours is the default). If the participant doesn’t book in time, the invitation expires and the place can be offered to the next person.
- Instant: the next person is booked automatically as soon as a place opens, so there’s nothing for them — or you — to do.