Waitlist

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

How the waitlist works

• Event reaches capacity
• Waitlist form appears instead of ticket purchase
• Visitors join the waitlist
• When capacity frees up, waitlisted visitors receive email notification
• Notified visitors have limited time to purchase
• 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:

• Position 1 is notified first when spot opens
• If they do not claim within expiration time, position 2 is notified
• 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:

• Go to Events > Waitlist
• Find the entry
• Click Promote
• Enter new position
• Save

Notifying manually

Send notification outside the automatic process:

• Find the entry
• Click Notify Now
• Email sends immediately
• Expiration timer starts

Removing entry

Remove someone from waitlist:

• Find the entry
• Click Remove
• Entry is deleted
• Positions adjust automatically

Waitlist statuses

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:

• Increase event capacity, or
• 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:

• Go to WooCommerce > Settings > Emails
• Find EMWC Waitlist Notification
• Edit subject and heading
• Override template in theme if needed

Placeholders

Available in waitlist emails:

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