Waitlist#

When events sell out, the waitlist collects interested attendees and notifies them automatically when spots open.

How the waitlist works#

1. Event reaches capacity
2. Waitlist form appears instead of ticket purchase
3. Visitors join the waitlist
4. When capacity frees up, waitlisted visitors receive email notification
5. Notified visitors have limited time to purchase
6. Process repeats for next person if spot not claimed

Enabling the waitlist#

Global setting#

In Events > Settings > Registration:

• Check Enable waitlist when sold out
• Set default expiration time
• Configure notification email

Per-event setting#

In the event editor:

• Check Enable waitlist for this event
• Override global settings
• Set event-specific capacity triggers

Waitlist form#

When an event is full, visitors see:

• “Event Full” message
• Waitlist signup form
• Email field (required)
• Name field (optional)
• Position indicator after joining

Customizing the form#

Add fields via filter:

add_filter( 'emwc_waitlist_fields', function( $fields ) {
    $fields['phone'] = array(
        'label' => 'Phone',
        'type' => 'tel',
        'required' => false
    );
    return $fields;
} );

Managing the waitlist#

Viewing waitlist#

Go to Events > Waitlist to see all entries.

The table shows:

• Name
• Email
• Event
• Position
• Status
• Date joined

Filtering#

Filter by:

• Event
• Status (waiting, notified, expired, registered)

Waitlist positions#

Position determines notification order:

1. Position 1 is notified first when spot opens
2. If they do not claim within expiration time, position 2 is notified
3. Process continues until spot is filled

Automatic notifications#

Trigger conditions#

Notifications send when:

• Order is cancelled
• Order is refunded
• Admin manually opens spots
• Capacity is increased

Notification email#

Contains:

• Spot is available
• Event details
• Direct link to purchase
• Expiration time

Expiration#

• Default: 24 hours
• Configurable per event
• After expiration, next person is notified
• Expired entries marked in admin

Manual actions#

Promoting waitlist entry#

Move someone ahead in line:

1. Go to Events > Waitlist
2. Find the entry
3. Click Promote
4. Enter new position
5. Save

Notifying manually#

Send notification outside the automatic process:

1. Find the entry
2. Click Notify Now
3. Email sends immediately
4. Expiration timer starts

Removing entry#

Remove someone from waitlist:

1. Find the entry
2. Click Remove
3. Entry is deleted
4. Positions adjust automatically

Waitlist statuses#

Status	Description
Waiting	In queue, not yet notified
Notified	Email sent, awaiting action
Expired	Did not purchase in time
Registered	Completed purchase
Removed	Manually removed from waitlist

Capacity management#

Checking capacity#

The waitlist respects event capacity:

• Full event = waitlist mode
• Capacity freed = notification sent
• Manual capacity increase = notifications sent

Opening spots#

To open spots:

1. Increase event capacity, or
2. Cancel existing attendees

Waitlist notifications trigger automatically.

Priority#

Waitlist respects first-come-first-served:

• Position 1 joined first
• Position 1 gets first notification
• Fair process for all

Integration#

WooCommerce stock#

Waitlist is separate from WooCommerce product stock. The event capacity determines waitlist activation.

Ticket products#

When a ticket product sells out but event has capacity:

• Product shows out of stock
• Waitlist does not activate (event not full)

When event reaches capacity:

• All ticket products become unavailable
• Waitlist activates

Multiple ticket types#

If you have multiple ticket types:

• Waitlist activates when event is full
• Any ticket type becoming available sends notification
• Notified person can buy any available ticket

Notifications#

Email content#

Customize the notification email:

1. Go to WooCommerce > Settings > Emails
2. Find EMWC Waitlist Notification
3. Edit subject and heading
4. Override template in theme if needed

Placeholders#

Available in waitlist emails:

Placeholder	Value
{event_name}	Event title
{event_date}	Event date
{waitlist_position}	Their position
{expiration_time}	When offer expires
{purchase_link}	Direct purchase URL

Best practices#

Set appropriate expiration#

• Too short: People miss the window
• Too long: Delays others unnecessarily
• 24-48 hours is typical

Communicate clearly#

On the event page, explain:

• The waitlist process
• What happens when spots open
• Expected timeline

Monitor regularly#

Check the waitlist for:

• Long queues (consider more events)
• Expired entries (follow up?)
• Conversion rate

Plan for demand#

High waitlist numbers indicate demand:

• Add more dates
• Find larger venue
• Consider separate sessions