Surfaces
Waitlist
Tier waitlist queues, capacity pressure, waitlist offers, and attendee movement.
First created Last updated
capacityevent-managementregistrationwaitlist
Overview
Waitlist shows attendees waiting for space when a tier or event reaches capacity. It helps registration staff understand demand, review queue order, and decide when an attendee can be offered a registration path.
Dashboard route
/ems/manage/waitlist?id=:eventId
The page loads event rego tiers, waitlist configuration, and waitlist entries. Each rego tier gets its own setup panel and queue table.
Tier configuration controls
| Control | Type | Options or limits | What it does | Check before saving |
|---|---|---|---|---|
| Waitlist active | Toggle | On/off per rego tier. | Enables waitlist behavior for that tier and reveals the tier’s waitlist options. | Confirm the tier capacity and public registration behavior before enabling. |
| Start offering when | Select | Immediately when a slot frees up or After a specific date. | Controls when freed capacity may be offered to queued attendees. | Use a date when staff need to hold offers until after review, cutoff, or announcement timing. |
| Activates at | Date/time input | Visible only when After a specific date is selected. | Sets the earliest time the tier may start sending offers. | Check timezone expectations and event policy before saving. |
| Offer window (hours) | Number input | Minimum 1, maximum 168, default 18. | Controls how long an attendee has to accept before the offer can move to the next person. | Pick a window staff can support with payment and support coverage. |
| Offer next in queue | Button | Per tier. | Calls the waitlist process endpoint and attempts to offer the next queued attendee. | Confirm a slot is actually available and the tier’s saved config is correct. |
| Floating save bar | Save/revert control | Saves dirty tier configs or rerenders from saved state. | Persists waitlist-active, activation, date, and offer-window changes. | Save before sending offers. |
| Offer status text | Generated status | Shows Processing…, Offer sent., or an error. | Confirms whether the manual offer action succeeded. | If an error appears, fix that before promising an offer. |
Queue table controls
| Control or field | What it shows or does | Why it matters |
|---|---|---|
| Queue card per tier | Shows one table for each configured rego tier. | Prevents staff from mixing queues across tier capacities. |
| Queued badge | Count of entries with queued status for that tier. | Gives a quick read of current demand. |
| Search | Filters by attendee display, attendee email, and queue position. | Helps locate a specific waitlist entry. |
| Status filter | Options: All statuses, Queued, Offered, Accepted, Expired, Cancelled. | Separates active queue entries from offers that already moved forward or ended. |
| # | Queue position, or - when unavailable. | Shows current order. |
| Attendee | Attendee display name and email when available. | Identifies who is waiting. |
| Status | Status badge for queued, offered, accepted, expired, cancelled, or other returned status. | Shows where the entry is in the waitlist lifecycle. |
| Offer expires | Offer expiration time when an offer exists. | Staff can see whether an attendee still has time to accept. |
| Joined | Created timestamp for the waitlist entry. | Useful for queue-order and support questions. |
| Notify | Opens the attendee notification composer for that waitlist entry. | Lets staff send a targeted update about the tier waitlist. |
Generated states
| State | Meaning | Operator response |
|---|---|---|
| No rego tiers configured for this event. | Rego Config has no tiers for the event. | Create tiers before using per-tier waitlists. |
| No waitlist entries for this tier. | No attendee has joined that tier’s waitlist. | No queue action is needed. |
| No waitlist entries match the current search or status filter. | Filters hide all entries. | Clear search/status before assuming the queue is empty. |
| Unsaved tier panel | A tier’s waitlist config differs from saved state. | Save or revert before acting on that tier. |
Flowchart context
Active Event Workflow includes waitlist review under registration operations. It should be reviewed alongside Regos, Rego Config, and Rego Analytics.
Common mistakes
- A waitlist entry is not a confirmed registration. Do not promise entry until the system and event policy support moving that attendee forward.
- Do not send the next offer before saving changed waitlist settings.
- Do not confuse tier queues. Capacity and pricing are shown per tier for a reason.
- Do not treat an expired offer as an active registration path.