How can I set up a waitlist for when my tickets sell out?

Tickets might become available in the future even if they are currently sold out or unavailable. Joining a waitlist provides a great opportunity to show interest in any available tickets without setting unrealistic expectations. By signing up, prospective attendees can be notified by event organizers when tickets become available. 

PheedLoop’s waitlist functionality allows event organizers to setup waitlists on a per ticket basis so that once the available quantity of tickets has been purchased, the waitlist takes effect. 

Contents

• Step 1: Enabling Waitlist Registration
• Step 2: How to Notify Individuals on a Waitlist
  • Method A: Automatic Notifications
  • Method B: Sending Manual Notifications to Select Waitlisted Individuals
• Step 3: Listing Tickets as Not Available
• Step 4: How to Manually Add a User to a Waitlist
• Step 5: Bulk Uploading Attendees into the Waitlist
• Conclusion

Step 1: Enabling Waitlist Registration

1. From the Event Dashboard, navigate to Registration > Tickets and select the ticket you would like to adjust from the list or create a new one by selecting the Create button

2. Toggle on the Enable Waitlist checkbox
   1. You can also toggle on the Enable Waitlist Notifications checkbox to automatically send notifications to attendees when tickets are available. People on the waitlist are only notified once.
3. Select Save Changes

Now if a ticket is sold out, people can select the Join Waitlist button during registration which will notify them to purchase tickets once they become available.

Step 2: How to Notify Individuals on a Waitlist

There are multiple ways to notify everyone on a waitlist once a ticket is made available.

Method A: Automatic Notifications

1. From your Event Dashboard, navigate to Registration > Tickets and select the ticket you would like to adjust from the list or create a new one by selecting the Create button

2. Toggle on the Enable Waitlist Notifications checkbox to send notifications to attendees
   1. The notification will be sent within a 4 hour time window once the tickets are made available.
3. Select Save Changes

Please note, registrants will be required to go through the registration process again to purchase the newly opened up ticket. Waitlists operate under a first come first serve basis and will become unavailable again once the maximum amount of purchases has been made.

Method B: Sending Manual Notifications to Select Waitlisted Individuals

This feature is useful for privately assigning tickets to certain users should the need arise. 

1. Ensure that you toggle off the Enable Waitlist Notifications checkbox
   1. This needs to be done if you want to increase the available quantity but not notify everyone on the waitlist. 
2. Proceed to Registration > Tickets, select the ticket you want to adjust from the list and toggle on the Show Tickets as Sold Out checkbox.

3. Under the Quantity Available field, increase the number to the amount of tickets you require

4. From the Event Dashboard, navigate to Registration > Waitlist and select the waitlist you would like to adjust from the list or create a new one by selecting the Add to Waitlist button

5. Above the waitlist table, select Actions > Notify

Step 3: Listing Tickets as Not Available

One of the options for a ticket is Show Ticket as Sold Out. With this option, you can list tickets without giving the option for attendees to purchase them. 

1. From the Event Dashboard, go to Registration > Tickets and select the ticket you would like to adjust from the list or create a new ticket by selecting the Create button

2. In the ticket's editor form, go to the Other Details section and toggle on the Show Tickets as Sold Out checkbox
3. Select Save Changes

Step 4: How to Manually Add a User to a Waitlist

1. From the Event Dashboard, navigate to Registration > Waitlist and above the Waitlist table, select Add to Waitlist 

2. Fill out the first name, last name, email and ticket fields
3. Select Save Changes

Step 5: Bulk Uploading Attendees into the Waitlist

Multiple attendees can be entered into a waitlist simultaneously in the Event Dashboard.

1. From the Event Dashboard, navigate to Registration > Waitlist and select the Upload button

2. Select Download Template

The waitlist template will now be downloaded onto your device.

1. Open the Waitlist template file
2. Fill out the information outlined in the Headings in the Waitlist Upload Template step below
3. Save the document as a CSV file
4. From the Event Dashboard, navigate to Registration > Waitlist
5. Above the Waitlist table, select the upload button
6. Select the Drag and drop some files here, or click to select files button to upload your template
7. Select Submit

Headings in the Waitlist Upload Template

The waitlist template has multiple columns to fill out. Below we will define each column and their purpose.

Conclusion

PheedLoop’s robust waitlist functionality allows event organizers to easily set up and manage waitlists on a per-ticket basis, ensuring flexibility and control over ticket distribution. With features like automated notifications, manual management options, and bulk upload capabilities, organizers can efficiently handle sold-out events while maximizing opportunities for attendee participation.