When an event reaches its ticket capacity, the Waitlist feature allows interested visitors to register their interest instead of leaving the event page without taking any action. Once a ticket becomes available, Eventixa can notify eligible waitlisted visitors, giving them the opportunity to complete their booking.

This guide explains how attendees join the waitlist, what happens after joining, and how waitlist entries are managed throughout their lifecycle.

Available in: Eventixa Pro

Joining the Waitlist

When tickets are no longer available, the Join Waitlist option is displayed on the event page (provided the Waitlist feature is enabled).

The attendee simply:

1. Opens the sold-out event.
2. Selects Join Waitlist.
3. Enters the required information.
4. Submits the request.

After submission, the attendee is added to the waitlist for that event.

Waitlist Registration Workflow

The complete registration process is shown below.

Sold Out Event
        │
        ▼
Join Waitlist
        │
        ▼
Submit Information
        │
        ▼
Waitlist Registration Created
        │
        ▼
Waiting for Ticket Availability

Once registered, the attendee remains on the waitlist until their status changes.

Information Required

Depending on your waitlist configuration, attendees may be asked to provide information such as:

• Name
• Email Address

This information is used to identify the attendee and deliver waitlist notifications when tickets become available.

After Joining the Waitlist

After successfully joining the waitlist:

• The attendee’s request is recorded.
• The attendee waits for ticket availability.
• No ticket is reserved at this stage.
• No booking is created.
• No payment is required.

Joining the waitlist simply expresses interest in attending the event.

Waitlist Status

Every waitlist entry progresses through a simple lifecycle.

Joined Waitlist
        │
        ▼
Waiting
        │
        ▼
Ticket Available
        │
        ▼
Notification Sent
        │
        ▼
Purchase Completed
        │
        ▼
Removed from Waitlist

This process ensures that waitlist entries are managed automatically as ticket availability changes.

When Tickets Become Available

Tickets may become available for several reasons, including:

• A booking is cancelled.
• Additional ticket quantities are released.
• Event capacity is increased.
• Reserved tickets become available again.

When this happens, Eventixa begins the notification process for eligible waitlisted attendees.

Receiving a Notification

When tickets become available, eligible attendees receive a notification inviting them to complete their registration.

The notification typically includes:

• Event name
• Notification that tickets are available
• Instructions for completing the booking

Receiving a notification does not automatically create a booking or reserve a ticket permanently. The attendee must complete the registration process while tickets remain available.

Completing the Booking

After receiving a notification, the attendee can proceed with the normal Eventixa booking process.

Notification Received
        │
        ▼
Open Event
        │
        ▼
Select Ticket
        │
        ▼
Complete Booking
        │
        ▼
Become Registered Attendee

Once the booking is successfully completed, the attendee is no longer considered part of the waitlist.

Automatic Waitlist Management

The Waitlist system automatically updates entries as attendee status changes.

Examples include:

• Adding new waitlist registrations.
• Processing ticket availability.
• Removing attendees who successfully complete a booking.
• Maintaining the remaining waitlist entries.

This reduces manual administration and helps keep the waitlist up to date.

Managing Waitlist Entries

Administrators can review and manage waitlist entries through the Eventixa administration area.

Typical management tasks include:

• Reviewing waitlisted attendees.
• Monitoring demand for sold-out events.
• Removing entries when necessary.
• Tracking notification activity.

Managing the waitlist helps organizers understand interest in high-demand events and respond when additional capacity becomes available.

Multiple Attendees

Each waitlist registration represents an individual request to attend an event.

If multiple people wish to attend together, each attendee should join the waitlist according to your event’s registration requirements.

Recurring Events

For recurring events, waitlist registrations apply to the specific event occurrence for which the attendee registered.

This ensures that notifications are sent only when tickets become available for the relevant occurrence.

Relationship with Other Features

The Waitlist integrates with several Eventixa modules to create a seamless registration experience.

Feature	Relationship
Events	Determines when an event is sold out and accepts waitlist registrations.
Tickets	Monitors ticket availability and released tickets.
Bookings	Converts notified attendees into confirmed bookings after successful registration.
Email Notifications	Sends notifications when tickets become available.
Attendees	Creates attendee records after the booking is completed.

Together, these modules automate the transition from interested visitor to confirmed attendee.

Example Waitlist Journey

The following example demonstrates a typical attendee experience.

Workshop Sold Out
        │
        ▼
Emma Joins Waitlist
        │
        ▼
Another Attendee Cancels
        │
        ▼
Emma Receives Notification
        │
        ▼
Emma Completes Booking
        │
        ▼
Emma Becomes Registered Attendee

This process helps organizers fill available spaces while giving interested attendees another opportunity to participate.

Best Practices

• Enable the Waitlist for events with limited capacity.
• Encourage attendees to join the waitlist instead of repeatedly checking ticket availability.
• Ensure notification emails are configured before opening registrations.
• Review waitlist activity regularly for high-demand events.
• Test the complete waitlist workflow before publishing important events.

Tips

• Joining the waitlist does not reserve a ticket or create a booking—it simply registers the attendee’s interest.
• Waitlist entries are managed automatically as ticket availability changes, reducing administrative effort.
• Once an attendee successfully completes their booking, they are automatically removed from the waitlist and become a confirmed attendee.
• The Waitlist works seamlessly with Events, Tickets, Bookings, Attendees, and Email Notifications, creating a smooth experience from sold-out events to successful registrations.