How to Use Event Waiting Lists in Event Genius

When an event reaches capacity, a waiting list allows visitors to continue signing up instead of leaving your website. Event Genius automatically manages waiting list registrations, promotion emails, and available spots so you can keep events organized and maximize attendance.

Waiting lists are available in Event Genius Standard plans and above. They work with free or paid events and help schools, classes, camps, conferences, networking events, and organizations continue collecting attendee interest after registration closes.

What is an event waiting list?

A waiting list allows attendees to join a queue after an event becomes full. If spots open later because of cancellations or increased capacity, Event Genius can automatically promote attendees from the waiting list and notify them by email.

• Allow visitors to join a waiting list after capacity is reached
• Automatically promote attendees when spots become available
• Send waiting list confirmation and promotion emails
• Manage waiting attendees directly from WordPress
• Configure waiting list behavior per registration form

How waiting lists work in Event Genius

• Visitors see a Join Waiting List button when an event reaches capacity.
• Attendees complete the same registration form used for normal registrations.
• Waiting list registrations are saved with a Waiting status and do not count toward capacity.
• If spots become available, Event Genius can automatically or manually promote waiting attendees.
• Promotion emails notify attendees when registration spots open.

Waiting lists only apply to events with a finite capacity. Events using Unlimited Capacity do not use waiting lists.

How to enable waiting lists

Waiting lists are configured in the registration form builder. Any event using that registration form will automatically inherit the waiting list settings.

1. In WordPress admin, go to Event Genius → Registrations.
2. Open the Forms tab.
3. Edit an existing registration form or create a new one.
4. Open the Settings tab.
5. Enable Waiting List.
6. Configure the waiting list options.
7. Save the form.
8. Assign the registration form to your event.

Waiting list settings

After enabling waiting lists, additional settings become available inside the registration form builder.

• Processing Type — Control how attendees are promoted when spots open.
• Waiting List Limit — Set the maximum number of people allowed on the waiting list.
• Payment Window — Require promoted attendees to complete payment within a specific time.
• Success Message — Customize the message displayed after joining the waiting list.

Processing types explained

• First in, first promoted — Automatically promotes attendees in signup order. Registration will be closed while people are on the waiting list.
• Fill all available spots — Fills every available registration spot during processing. Best for maximizing event attendance.
• Manual only — Wait until an admin manually processes the waiting list.

Waiting list emails

Event Genius includes customizable email templates for the complete waiting list workflow.

• Waiting list confirmation email — Sent when someone joins the waiting list.
• Waiting list notification email — Sent to organizers when a new attendee joins.
• Promotion email — Sent when a registrant is promoted from the waiting list.
• Promotion notification email — Optional organizer notification when attendees are promoted.

Managing waiting list attendees

Waiting list attendees can be managed directly from the event registrations screen in WordPress.

• View all attendees with Waiting registration status
• Manually promote attendees when spots open
• Edit or remove waiting list registrations
• Increase event capacity and process the waiting list immediately

When spots are available, Event Genius displays a Process Waiting List action that applies your configured promotion logic automatically.

Waiting lists for paid events

Waiting lists work with both free and paid events. For paid events, promoted attendees can be required to complete payment before their registration is confirmed.

• Automatically collect payment after promotion
• Set payment deadlines for promoted attendees
• Cancel unpaid registrations automatically if payment is not completed
• Offer spots to the next attendee on the waiting list

Tips and best practices

• Use waiting lists for events with limited seating or high demand.
• Enable confirmation emails so attendees know they joined successfully.
• Keep waiting list limits reasonable for easier attendee management.
• Use manual processing if you want full control over attendee promotion.
• Create separate registration forms for different event workflows.

Frequently asked questions

Can attendees join a waiting list for free?

Yes. Joining a waiting list does not require payment. Payment is only collected if the attendee is promoted and your event requires payment.

Does the waiting list count toward event capacity?

No. Waiting list registrations are stored separately and do not count toward your event capacity until promoted.

Can I manually promote attendees?

Yes. Event Genius supports both automatic and manual waiting list processing.

Can I customize waiting list emails?

Yes. Waiting list emails use the same customizable email template system included with Event Genius.

Learn more about Event Genius

Looking for more ways to manage event registrations? Explore additional Event Genius features including registration types, custom registration forms, attendee management, recurring events, and online payments.