Gatsby's Guide To: The Waitlist Functionaity

Recognizing the need to manage event attendance, whether the event is public or restricted, Gatsby offers a valuable waitlist functionality. To cater to your specific objectives, this feature can be configured in various ways. In the following sections, we'll guide you through each configuration, accompanied by best practices for effectively engaging with these waitlisted guests.

How to Activate the Waitlist

Apply to Attend Waitlist

To exercise full control and approval over your event's attendees, whether it's a public or private gathering, you can activate the waitlist functionality promptly. Here's how:

• Navigate to your RSVP Page

• Scroll to the Registration Box on the right side of the page

• From the dropdown select "Waitlist"

This option provides you the flexibility to maintain a list of pre-approved guests who can register through the standard invitation process, bypassing the waitlist.

Capacity/Date Triggered Waitlist

Often times, you may want to maintain a strict guest list while also adhering to capacity restrictions or limiting the number of plus ones allowed. Fortunately, you can enable the waitlist functionality to come into play when these limits are reached by following these steps:

• Navigate to your RSVP Page

• Scroll to the Registration Box on the right side of the page

• From the dropdown select "Open" and click the arrow next to "Automatically Close Registration"

  • Set your capacity limit OR set the date & time you want registration to close

  • Toggle the waitlist functionality option to be on

Public Events Waitlist

If you prefer not to have open registration for your public events, you may want to explore the use of the waitlist functionality. To enable this feature, follow these steps:

• Make the event public by clicking where it says "invite Only" under the event title" & switching to "Public Link"

• Toggle the "Enable Waitlist for Public Links" option to "On"

*You can also do this in the registration box on the RSVP page

What Does it Look Like For Guests?

In essence, this process closely resembles that of a guest registering for an event to which they've received an invitation. Upon arriving at the registration page you've meticulously crafted, they'll encounter the option to "Join the Waitlist." If you've opted to include survey questions, they'll be directed to that section; otherwise, they'll proceed directly to a confirmation page.

Additionally, it's important to note that guests do receive a confirmation email. You have the flexibility to personalize the waitlist email under the "RSVP" tab. On the left menu, you'll find the "Waitlist Email" option for this customization.

Taking Your Guests Off the Waitlist

Regardless of your chosen approach to enabling the waitlist, identifying who's been added to it in Gatsby is a straightforward process. Every guest will display a pink "waitlisted" tag next to their RSVP status in the guest list. Now, let's delve into the best method for reviewing these entries and determining who should receive an invitation and who should not.

• Start by creating a waitlisted tab

  • You may want to create a new column or divide the tab into sections to figure out who you want to approve vs deny

• For those that are approved, manually adjust their RSVP status to "Accepted"

  • A pop-up will appear asking if you wish to send them a confirmation email, select yes if you would like them to

  • If not, we suggest sending a personalized campaign with their RSVP link and calendar invite attached