General Information

The use of the waitlist requires a registration limit. When the limit is reached, the waitlist registration is automatically activated, and the following changes take effect on the guest side:

1. On the event website, a corresponding notification text is displayed to guests on the registration form.
   
2. The label of the registration button changes to "Register for the waitlist."
   
3. In the texts displayed on the event website and sent via email after registration, the waitlist registration is confirmed.
   

In the backend, guests registered for the waitlist are displayed in > Cockpit and > Guests with the orange registration status "On the waitlist." Guests with this status can be confirmed or rejected by the backend user individually or in bulk:

1. Confirmed guests automatically receive the registration status "registered" and can be sent a confirmation email – including a QR code ticket if desired.
   
2. Rejected guests automatically receive the registration status "rejected" and can be sent a rejection email from Invitario.
   

Accompanying guests registered for the waitlist will receive the same registration status as their respective main guest once the main guest is confirmed or rejected.

You can also use the waitlist feature to review all registrations for an event before confirming or rejecting them. Simply set the registration limit to "0," so the waitlist is active from the first registration.

Activating the Waitlist

1. In the event settings: Enter the number of registrations in the "General Settings" tab in the "Registration Limit" field, which will automatically activate the waitlist registration:
   In this example, 100 guests (including accompanying guests) can register directly for the event. Once 100 registrations are reached, the waitlist registration will be automatically activated, and from the 101st registration, only waitlist registrations will be possible.
   
   
2. In the "Waitlist" tab, activate the "Waitlist active" switch:
   
   
   
   The following elements are now automatically created:
1. Standard texts for the notification in the form and the confirmation message after registration.
   
2. Three mailings with standard texts: Automatic confirmation email for waitlist registration, email for manual sending to confirmed waitlist guests, email for manual sending to rejected waitlist guests.
   
3. All standard texts can now be adjusted as needed.
   
   
3. Adjusting the standard texts:
1. Information in the form: Change the notification text displayed above the form on the event website in an orange highlighted bar.
   
   
   
2. Waitlist Registration: Here you can adjust the confirmation message displayed after waitlist registration instead of the form. You have the usual formatting options and macros available.
   
3. Edit mailing: You can edit the confirmation email automatically sent after waitlist registration by clicking the "Edit mailing" link directly below the "Confirmation email" dropdown. If no confirmation email is to be sent after waitlist registration, select the option "Do not send email" in the "Confirmation email" dropdown. You can also select another email to be sent. All emails of the type "Confirmation" created in the > Mailings menu are available for selection.
4. In the > Mailings menu, edit the email text for the email sent to confirmed waitlist guests by opening the "Confirmation email to waitlist guests" for editing. To adjust the email sent to rejected waitlist guests, open the "Rejection email to waitlist guests."

Automatic Waitlist

When working with quotas at an event, we need to consider two points:

1. The quota we set should not be exceeded during the registration process.
   
2. At the same time, all available spots should be filled as best as possible.  

The "Automatic Waitlist" function can solve these two requirements.  We activate the "Automatic Waitlist" function in the "Waitlist" tab > "Automatic Waitlist" > "Save." 

Optionally, we can now select the mailing that automatically advancing contacts should receive. In this mail, the contact is informed that they have been moved from the waitlist to the guest list and can attend the event.

Example:
Assume we have a quota of 200 participants. The contact who wants to register as number 201 will automatically see the message that only waitlist registration is possible for this event. Once they complete the registration, they will be the first on the waitlist.   After a registered guest cancels, the first contact on our waitlist will receive an automatic confirmation email indicating that a spot has become available and they are now registered for our event.    If the guest cannot attend, they will be asked to cancel directly to free up their spot for the next person on the waitlist.  If the guest cancels, the process is repeated with the next contact.

Pro Tip:

To ensure that limited spots are utilized as efficiently as possible, I always recommend our users include a "Direct Unregister" button or link in the info mail sent to registered participants before the event. This makes it easier for contacts who unexpectedly cannot attend to cancel and make room for those on the waitlist.

The Automatic Waitlist function only triggers when a registered guest cancels themselves. When changing the registration status of one or more guests in the backend by an Invitario user, an automatic registration of a contact from the waitlist does not occur. Registrations of contacts from the waitlist must be done manually by the Invitario user in this case.

Working with Waitlist Registrations

1. When the limit is reached, only waitlist registrations are possible. The waitlist remains active even if new quotas become available, e.g., when guests cancel. If the "Dynamic Waitlist" is active, the waitlist will automatically switch on and off depending on availability.
   
2. In the cockpit, the current number of guests on the waitlist is displayed in the "Registration Status" tab.
   
   
   
   
3. To display guests with waitlist registrations, click on the "Guests on the waitlist" line in > Cockpit. You can also call them up in > Guests > More Filters > Registration Status > On the waitlist.
   
4. To confirm waitlist guests, select them in > Guests by checking the checkbox next to each guest's name. Then select the > Confirm option from the > Action dropdown and click the "Apply (X)" button.
   
5. To reject waitlist guests, select them in > Guests by checking the checkbox next to each guest's name. Then select the > Reject option from the > Action dropdown and click the "Apply (X)" button.
6. Now open the mailing "Confirmation email to waitlist guests" in the > Mailings menu using the quick menu to send the confirmation email to the confirmed guests. Repeat the process for rejected guests by opening the mailing "Rejection email to waitlist guests."
7. You can perform the process of confirming or rejecting waitlist registrations once after the registration deadline or as often as needed during the ongoing registration process. From the second manual email dispatch of the "Confirmation email to waitlist guests" or "Rejection email to waitlist guests," select the "Only to new recipients" option on the mailing page to send only to newly confirmed or rejected guests.

Note: If a rejected guest opens the form again with their personalized link, they will see the notification "No more spots available for this event" instead of the form. This text can be adjusted in the > Settings tab under "Notification Texts" in the "Notification for fully booked event or rejected guest" field.