The Waitlist Notifications feature automatically informs interested attendees when tickets become available for a previously sold-out event. Instead of requiring visitors to repeatedly check ticket availability, Eventixa sends timely notifications, giving them the opportunity to complete their booking.

This automated process helps event organizers recover potential ticket sales while providing a better experience for attendees.

Available in: Eventixa Pro

How Waitlist Notifications Work

When tickets become available, Eventixa checks the waitlist for eligible attendees and begins the notification process.

The complete workflow is shown below.

Sold Out Event
        │
        ▼
Attendee Joins Waitlist
        │
        ▼
Ticket Becomes Available
        │
        ▼
Waitlist Notification Sent
        │
        ▼
Attendee Completes Booking
        │
        ▼
Removed from Waitlist

This workflow helps ensure that newly available tickets are offered to interested attendees as quickly as possible.

When Notifications Are Sent

Waitlist notifications are triggered when tickets become available for an event.

This may happen when:

• A customer cancels a booking.
• Additional tickets are released.
• Event capacity is increased.
• Previously unavailable tickets become available again.

Once availability changes, eligible waitlisted attendees are notified.

Notification Process

The notification process follows a simple sequence.

Ticket Available
        │
        ▼
Find Eligible Waitlist Entries
        │
        ▼
Send Notification Email
        │
        ▼
Attendee Reviews Notification
        │
        ▼
Complete Booking

The attendee can then return to the event page and complete the normal booking process.

Notification Email

When a ticket becomes available, Eventixa sends a notification email to the waitlisted attendee.

The email typically informs the attendee that:

• Tickets are available again.
• The event can now be booked.
• They should return to the event page to complete their registration.

This email serves as an invitation to purchase available tickets—it is not a confirmation of registration.

Completing the Booking

Receiving a notification does not automatically create a booking.

The attendee must:

1. Open the event page.
2. Select the available ticket.
3. Complete the booking process.
4. Finish payment (if required).

Only after the booking is successfully completed does the attendee become a confirmed participant.

Automatic Waitlist Updates

After a successful booking, Eventixa automatically updates the waitlist.

Typical actions include:

• Removing the attendee from the waitlist.
• Recording the successful conversion.
• Keeping the remaining waitlist entries available for future ticket releases.

This process helps keep the waitlist accurate without requiring manual intervention.

If Tickets Become Unavailable Again

Because ticket availability can change quickly, receiving a notification does not guarantee that tickets will remain available indefinitely.

If another attendee completes a booking first, tickets may become unavailable again before everyone on the waitlist has an opportunity to register.

For this reason, attendees should complete their booking as soon as they receive a notification.

Example Notification Workflow

The following example demonstrates a typical notification sequence.

Workshop Sold Out
        │
        ▼
Alex Joins Waitlist
        │
        ▼
One Booking Cancelled
        │
        ▼
Notification Email Sent
        │
        ▼
Alex Returns to Event Page
        │
        ▼
Booking Completed
        │
        ▼
Alex Removed from Waitlist

This workflow allows organizers to fill newly available places efficiently while giving interested attendees another opportunity to participate.

Relationship with Other Features

Waitlist Notifications work together with several Eventixa modules.

Feature	Relationship
Waitlist	Identifies attendees waiting for ticket availability.
Events	Determines when tickets become available.
Tickets	Tracks ticket availability and released quantities.
Bookings	Creates a booking when the attendee completes registration.
Emails	Delivers notification emails to waitlisted attendees.
Attendees	Creates attendee records after successful booking.

These integrations create a seamless journey from sold-out events to confirmed registrations.

Benefits of Automatic Notifications

Automatic notifications provide advantages for both organizers and attendees.

For Event Organizers

• Recover cancelled ticket sales.
• Reduce manual communication.
• Improve ticket utilization.
• Increase event attendance.
• Automate the notification process.

For Attendees

• Receive timely updates when tickets become available.
• Avoid repeatedly checking the event page.
• Get another opportunity to attend popular events.
• Complete registration through the standard booking process.

Best Practices

• Enable Waitlist notifications for events with limited capacity.
• Test notification emails before opening registrations.
• Encourage attendees to complete their booking promptly after receiving a notification.
• Review waitlist activity regularly during high-demand registration periods.
• Keep your email configuration working properly to ensure notifications are delivered successfully.

Tips

• A Waitlist notification informs attendees that tickets are available—it does not reserve a ticket or complete a booking automatically.
• Attendees should complete their registration as soon as possible after receiving a notification, as ticket availability may change quickly.
• Successful bookings automatically update the waitlist, helping keep attendee records accurate without manual administration.
• Waitlist Notifications integrate seamlessly with Waitlists, Events, Tickets, Bookings, Attendees, and Email Notifications, providing a smooth and automated ticket recovery process.