The Waitlist feature in Eventixa Pro helps you maximize event attendance by allowing interested participants to join a waiting list when tickets are no longer available. Instead of turning visitors away after an event sells out, Eventixa records their interest and automatically notifies them when tickets become available again.

This provides a better experience for attendees while giving organizers an opportunity to fill cancellations, unclaimed tickets, or newly released ticket allocations.

Available in: Eventixa Pro

Why Use a Waitlist?

Popular events often reach capacity quickly, but cancellations, booking expirations, or increased ticket availability can create additional opportunities for attendees to register.

Rather than requiring visitors to repeatedly check your website, the Waitlist automatically manages interested participants and notifies them when tickets become available.

Benefits include:

• Reduce lost registrations.
• Increase ticket sales.
• Fill cancelled bookings quickly.
• Improve the attendee experience.
• Maximize event attendance.

How the Waitlist Works

The Waitlist automatically becomes useful when an event or ticket reaches its available capacity.

The complete workflow is illustrated below.

Tickets Sold Out
        │
        ▼
Visitor Joins Waitlist
        │
        ▼
Waiting List Updated
        │
        ▼
Ticket Becomes Available
        │
        ▼
Notification Sent
        │
        ▼
Visitor Purchases Ticket
        │
        ▼
Waitlist Updated

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

When the Waitlist Appears

The Join Waitlist option is displayed when tickets for an event are no longer available.

Typical situations include:

• Event capacity has been reached.
• All ticket quantities have been sold.
• No additional registrations can currently be accepted.

Instead of displaying an unavailable event, Eventixa allows visitors to express their interest by joining the waitlist.

Joining the Waitlist

When an event is sold out, visitors can add themselves to the waitlist.

The process is simple:

1. Open the event page.
2. Select Join Waitlist.
3. Enter the requested information.
4. Submit the request.

After joining, the visitor is added to the waiting list for that event.

What Happens Next?

Once a visitor joins the waitlist, Eventixa keeps their request on record until one of the following occurs:

• A ticket becomes available.
• The attendee successfully purchases a ticket after being notified.
• The attendee removes themselves from the waitlist (if supported by your workflow).
• The waitlist entry is removed by an administrator.

When tickets become available, Eventixa begins notifying eligible waitlisted visitors according to the configured notification process.

Waitlist Workflow

The following diagram illustrates the complete lifecycle of a waitlist entry.

Sold Out Event
       │
       ▼
Join Waitlist
       │
       ▼
Waiting
       │
       ▼
Ticket Available
       │
       ▼
Notification Sent
       │
       ▼
Purchase Completed
       │
       ▼
Removed from Waitlist

This workflow helps convert interested visitors into confirmed attendees whenever additional tickets become available.

Benefits for Event Organizers

The Waitlist feature offers several advantages for event organizers.

Recover Lost Sales

When bookings are cancelled or tickets become available again, organizers have another opportunity to sell those tickets instead of leaving them unused.

Improve Event Attendance

Available tickets can be reallocated to interested attendees, helping maintain maximum event participation.

Reduce Manual Administration

Instead of manually contacting interested visitors, Eventixa automates the notification process.

Better Customer Experience

Visitors can join the waitlist once instead of repeatedly checking ticket availability.

Benefits for Attendees

The Waitlist also improves the attendee experience.

Attendees can:

• Register interest in sold-out events.
• Receive notifications when tickets become available.
• Avoid repeatedly checking the event page.
• Secure tickets when additional availability is released.

Relationship with Other Features

The Waitlist feature integrates with several Eventixa modules.

Feature	Relationship
Events	Determines when an event is sold out and when the waitlist becomes available.
Tickets	Monitors ticket availability and newly released tickets.
Bookings	Creates bookings when notified attendees complete their purchase.
Emails	Sends waitlist notification emails when tickets become available.
Attendees	Converts successful waitlist registrations into confirmed attendees after booking.

Together, these modules provide a seamless workflow from sold-out events to confirmed registrations.

Typical Use Cases

The Waitlist feature is particularly useful for:

• Conferences with limited seating.
• Workshops with fixed participant limits.
• Training sessions.
• Festivals and concerts.
• Networking events.
• Premium or exclusive events.
• Any event where demand may exceed available capacity.

Best Practices

• Enable the Waitlist for events with limited ticket quantities.
• Regularly review waitlist activity during high-demand registration periods.
• Ensure notification emails are properly configured before opening registrations.
• Monitor ticket availability so cancelled or released tickets can be reallocated promptly.
• Test the complete waitlist workflow before publishing important events.

Tips

• The Waitlist helps maximize attendance by connecting newly available tickets with interested visitors automatically.
• Waitlisted visitors are not registered attendees until they successfully complete the booking process.
• The Waitlist works seamlessly with Events, Tickets, Bookings, and Email Notifications, creating a smooth experience for both organizers and attendees.
• Using a waitlist can significantly reduce lost revenue by helping fill tickets that would otherwise remain unused.