If you anticipate that your registration options might sell out, enabling the Waitlist feature is a great solution. This option allows registrants to select their desired spot and enter their registration and billing details, placing them on a waitlist for your event.

At any time, you can select individuals from the waitlist to officially register them, charging their card on file. In this help article, we’ll guide you through the steps to add the Waitlist option to your event page, ensuring that you can accommodate as many participants as possible.

Note: Waitlists affects other RedPodium features, and some features are not compatible with waitlists. Review the details below before enabling it.

Group Registration: Group Registration is disabled when using the waitlist feature
Pre-Registration: The waitlist feature should not be used while pre-registration is active. If you plan to use a waitlist, it’s best to first complete your pre-registration phase, then disable pre-registration and switch your event to accept live credit card payments. Once that’s done, you can enable the waitlist. If you have questions about this setup, feel free to reach out to the RedPodium support team
Payment Plans: Waitlists are not compatible with payment plans. If you offer waitlists, the payment plans feature cannot be used on the page

Warning: Waitlist is not compatible on pages processing in SEK, Euro, and GBP.

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Getting Started

From the Pages screen, click the pencil icon on the page for which you'd like to enable Waitlist
Scroll down and hover your mouse over the Registration Options field
Click the pencil icon to edit your Registration Options field

Set Limited Supply and Enable Waitlist

If it isn't already, toggle on the Limited Supply option under each registration option for which you'd like to enable Waitlist. NOTE: There is a Limited Capacity option, but that option is used for the overall registrations field. If using the Waitlist option, the Limited Supply option must be set per registration option.
In the Limited Supply field, enter the number of registrations you would like be available
Check the box for Allow Waitlist when level is full
Click Done
Click Save Now in the upper-right corner of your page to save your changes. Click Publish to publish these changes to your live page

Pro Tip: If you have already sold any registrations for a option where you have added a Limited Supply, those sold registrations will be displayed, and will be included in the limited supply total

Registrant Experience

When a registration option sells out, the registrant can select to join the waitlisted option. The registrant will then receive the notice to ensure they know this is a waitlisted option.

When registrants submit their registration, they will see a confirmation screen with the details of their waitlisted registration. They will see that their registration isn't complete and that they won't receive their QR code until their payment has been received in full, and will see a message letting them know that they are on a waitlist.

Register or Remove Someone From the Waitlist

Register Someone from the Waitlist

When you register someone from the waitlist, it will move their registration from Waitlisted status to Completed status, officially registering them for the event. When you register someone from the waitlist, the system will send the registrant an updated confirmation email that will include a receipt for the charge as well as an active QR code. Here is how to register someone from the waitlist.

Note: The system will not automatically complete a registrant from the waitlist if a spot for your event becomes available. If a registration is canceled, it will open up a spot for someone to register on the live page unless it is immediately filled by you, by manually selecting someone from the waitlist. We recommend password-protecting or closing your page (once the event is sold out) if this will become an issue.

From the Pages screen, click the Registrations tab from the top menu bar
Select the Waitlist status
Select the Register button next to their name
Click Yes to confirm that you would like to register this person

Pro Tip: If your registration option is sold out and you select someone from the waitlist, it will automatically override the current supply limit, increasing it by one to allow you to add an additional person. If the supply is set to 10 and someone from the waitlist is added, the supply will increase to 11. For this reason, if you have a fixed capacity, we recommend first canceling a registrant, and then adding another registrant from the waitlist.

If your registration option is sold out and you cancel a registration and then go select someone from the waitlist, just note that by first canceling a registration, it will make that spot available for the public to select that available option. If this is an issue, we recommend temporarily Password Protecting your page while you add the waitlisted registrant.

Note: If you previously tried to register a waitlisted registrant and it was unsuccessful, click Update Card to update their card and try again

Remove Someone from the Waitlist

When you remove someone from the waitlist, it will move their registration from Waitlisted status to Canceled status. Once this is done, the registrant will be removed from your event's waitlist.

From the Pages screen, click the Registrations tab from the top menu bar
Select the Waitlist status
Select the trash can icon next to the registrant's name
Click Yes to confirm that you would like to remove this person from the waitlist

Edit a Waitlisted Registration

Users can edit waitlisted registrants. By editing a waitlisted option, our system will update the final amount that will be charged.

Pro Tip: Users can filter their registrations by status to locate all registrations that are in a Waitlisted status. To do this, use the Status filter box next to the search box to find all Waitlisted registrations.

Click the Registrations tab in the top menu bar
Search for the registrant's name, order number, or billing email in the search box
Click the pencil icon next to the registration you want to edit

Adjust the registration as needed
Select the Payment Method, if needed
Click Save Changes

FAQs

Is the waitlist feature compatible with international currencies?

The waitlist feature is not compatible on pages processing in SEK, Euro, and GBP.

When am I charged RedPodium and processing fees for waitlisted registrations?

For waitlisted registrations, RedPodium and processing fees are charged once the registration is completed.

If you’re using Webconnex Payments, fees are automatically deducted before your payout is sent. If you’re using a custom payment processor, fees are billed to your card on file every 30 days.

Why don’t I see the option to add a waitlist?

A common reason you're not seeing a waitlist is that you're using a Multiple Choice field. The waitlist feature is only available on the Registration Options field. Waitlists are not available on Multiple Choice fields or any other RedPodium field.

Can I move someone back to the waitlist after completing their registration?

Once a registrant has been completed, you cannot move this registrant back to the waitlist. If the registrant should no longer attend the event, we recommend canceling the order.

How do I update the card on file for a waitlisted registrant?

Whether you can update the card depends on whether RedPodium has attempted to process the waitlisted registration:

Before a payment attempt: The card on file can't be updated at this stage. If a registrant wants to use a different card before attempting to charge their original card, we recommend having them re-register for your event with the new card
After a failed payment attempt: If RedPodium has attempted to register the person and the initial payment failed, you can update the card on file. Click here to learn how to update the payment information

Can I customize the waitlist pop-up message?

No. The message that appears when someone selects a waitlisted option is fixed and cannot be customized at this time.

Can I add a waitlist to my event as a whole?

No. Waitlists are only available for individual registration options. To offer a waitlist, you must set a limited supply for a specific registration option. The waitlist becomes active once that option sells out.

If you only limit your event’s overall capacity without setting supply limits on individual registration options, you cannot offer a waitlist.

Enable and Select Registrants Off a Waitlist