Setting Up Your Flex Event's Waitlist Page

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Popularity is such a burden. Luckily, you have Cvent. Should your event close (due to reaching capacity or the registration deadline passing) and invitees still want to come, the Waitlist page will appear when they attempt to register. Take the time to customize this page to guarantee you're getting the data you need and providing the right instructions.
 
NOTE: These instructions are for Flex events. If you're creating a Classic event, reference this article instead.

1 Activate the waitlist. Begin by selecting your Flex event. Hover over Event Details and, under General, click Event Configuration. Click Edit. Scroll down to the Website & Registration section and, under Registration Process, check the box beside Event Waitlist.
 
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Click Save.

2 Customize the Waitlist page. Hover over Website & Registration and, under Registration, click Registration Process. If you have multiple registration paths, select one from the Registration Paths dropdown. Scroll down to the Other section, and click Customize next to Waitlist. This page will appear on your canvas.
 
Manage which fields will display by clicking Build, then dragging and dropping widgets onto the canvas. Customize the theme by clicking Theme and establishing how your colors, fonts, and text styling will display.
  
NOTE: Have multiple registration paths? You will need to repeat these steps for each one. Invitees who register through a generic weblink will see the waitlist page for the default registration path.
 
Once you're done, click Save to preserve the draft, or click Publish to make it visible to invitees. Close out of the Site Designer.

3 Customize the Waitlist Notification email. The Waitlist Notification email is used to alert invitees when a spot has opened up for the event. To set it up, hover over Promotion & Communication and, under Email, click Event Emails. If applicable, select an invitation list from the dropdown.

Under Pre-Event Emails, click Waitlist Notification.

Click Edit, and switch Active to Yes.

Under Send Settings, determine whether the email will be manually sent by you or automatically when a spot opens up. The notification automatically sends once you increase the event's capacity or extend the registration deadline.

If manually sending, you'll need to set up an alert that lets you know when a spot opens up. If automatically sending, choose how long a waitlisted invitee has to register for the event before the email is sent to the next invitee on the waitlist. When the second email is sent, it becomes a race. Both waitlisted invitees will be able to register, but only the first to do so will be added to the event.

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Prioritize how the email will send. Your options include:
 
  • Waitlisted date - The first person to be sent the email will be the first person that signed up for the waitlist, then the second, and so on.
  • Contact type in the address book, then waitlisted date - The first person to be sent the email will be determined by contact type as well as when they signed up. Reorder your contact types by clicking and dragging the arrows under the Reorder column.
  • Invitation list, then waitlisted date - The first person to be sent the email will be determined by which invitation list they are in as well as when they signed up. Reorder your invitation lists by clicking and dragging the arrows under the Reorder column.
 
Once you're done, click Save.

Click Design Email in the top right. Customize the email using the Email Designer.

 
NOTE: If you have multiple invitation lists, the other lists' send settings will automatically update when you click Save.

Don't forget to click Save. Close out of the Email Designer.
 

4 Automatically email invitees added to waitlist, if necessary. Want to email your invitees automatically when they're added to the waitlist? Click Close, then Create Email. In the Send Settings section, select Waitlisted Invitees from the Audience dropdown. Switch "Send this email" to When an invitee is waitlisted. Continue customizing your email.
 

5 Add an alert, if necessary. Want to make sure you know who still wants in? Add the right email alert and you'll be notified every time someone signs up for the waitlist.
 
Hover over Promotion & Communication and, under Alerts, click Planner Alerts. Click Create Alert.
 

Select Registration from the first dropdown and Registration Waitlisted from the second in the first step, then continue setting up the alert. When you're done, click Finish.

 

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