Auto Transfer from the Waitlist

Events with registrant limits can be set to auto-transfer from the waitlist. This will move the earliest waitlist registrant and their guests off of the waitlist and will update their event registration to registered.

When waitlist transfer is activated, the waitlist will only start automatically moving waitlist registrants to registered when there is enough space. For example, if a waitlist registrant has two guests, and one person cancels, the waitlist registrant will not move to registered until two additional registrants (and/or guests) cancel.

To use the Waitlist Transfer functionality:

1. Click Events in the top navigation bar.

2. Within an event or event template, click Edit in the top right-hand corner of the page.

3. In the Limits tab, check Automatically transfer earliest waitlist registrant when space becomes available.

Once a registrant is moved form the waitlist to registered they will receive communications with a trigger of 'Upon move from waitlist to registered,' if configured.

✨ Tip

Include the edit registration link merge field in the transfer from waitlist communications in case registrants need to cancel after being moved from the waitlist because they made other plans or can no longer attend.

Custom Waitlist and Registration Capacity Messages

The form builder supports custom messages when the registration limit has been reached.

The Limits tab allows for customization of the message displayed when the registration capacity has been reached or when only waitlist registration is available.

If a custom message is not configured, default messages are as follows:

• Registration is no longer available because the registration capacity has been exceeded.

• The registration capacity has been exceeded, but waitlist registration remains available.

Example

To configure a custom limit message:

1. Navigate to a form, event, or event template, and click Edit.

2. On the Limits tab, enter a registrant limit and configure the desired custom limit message. For events, the option to set a waitlist limit and create a custom waitlist message is also available. 

In the case where the registration capacity has been reached (waitlist is full or not available), the configuration might look like the following:

Attempting to access the form when the capacity has been reached will result in the following message:

When the event capacity hasn't been reached, but the guest number entered would set this registration to exceed the registrant limit, a pop-up window with the custom message will show on the form. 

In the case where the event registration capacity has been reached but there is still space on the waitlist, the configuration might look like the following:

Attempting to register for the waitlist will result in the following message:

When the capacity of the waitlist hasn't been reached, but the guest number entered would set this registration to exceed the limit, a pop-up window with the custom message will show on the form.