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Waiting List – need more info workflow

Posted: November 29, 2014 at 3:20 pm

Lisa N-U

November 29, 2014 at 3:20 pm

The documentation for the waiting list addon is a little vague and the demo doesn’t allow for the complete process. I got all the setup, but when the class is full, the next registerant is put on the waiting list and it says it emails them. Then what has to happen? Is there a link in the email that they confirm they want in that class?

We have recurring fitness classes we would like to use this for, but don’t want to have any manual labor by the owner of the fitness club. Any suggestions, I am not sure if this will work or not and the demo and lite version don’t give you much help.


  • Support Staff

December 1, 2014 at 2:52 am

Hi Lisa,

The waitlist feature does not automatically add/move the attendees from the waitlist event to the main event, this would need to be done manually. A waitlist event is almost exactly the same as a standard event with the difference that waitlist events are hidden from the front-end unless using the link specifically for that event.

We have a beta add-on for EE3 that allows you to move/copy attendees to different events, this means the registration info would not need to be re-entered although moving the attendees and selecting the correct event to move them to, would be done manually.

Does that help?

Lisa N-U

December 1, 2014 at 8:29 am

What kind of eta on the add-on?

You would need to close the event once you notice it reaches capacity or otherwise anyone could just jump into the event even if they were not on the waiting list?

Can you recommend a workflow based on the way this is designed? We have a fitness class that can only hold 10 people, we reach capacity quickly, then someone cancels and it still 3 days before the event, they want to make it fair to those that are on the waiting list but want the least amount of manual labor to it. We don’t want anyone butting in line and we have to confirm that the person on the waiting list is still available to attend. any advice you can give me in this would be great. I tried to test this with the EE3 lite and in the demo, but all the features are not there for me to test. 🙁

Lorenzo Orlando Caum

  • Support Staff

December 1, 2014 at 9:36 am


This add-on is available and will help you move attendees/registrants between events:

Event Espresso will automatically remove the registration button when an event has become filled.

If an attendee/registrant cancels, then you can cancel their registration (to free up a spot) and then transfer over a registrant/attendee from the wait list event and then send out a payment reminder.

If that attendee isn’t interested, then you can move to the next attendee and repeat the process.

The steps above generally happen within a short time frame (a minute — a couple minutes) so the chance of someone else registering is fairly low.


Lisa N-U

December 1, 2014 at 11:54 am

if the event is full, and someone cancels and there is a waiting list setup, who has to knows about the cancellation? can we setup a notification to anyone on the waiting list?

if you think about 3 fitness classes a day 6 days a week, that is a lot of events to manage, there is no way the event manager can keep track of closing registration and watching for cancellations. There is no $ involved in these registrations.

Is there anyway that you can add the waiting list addon to the ee3 demo? I can’t afford to spend the money to purchase if it turns out it will not suit the needs of my client.

Lisa N-U

December 1, 2014 at 11:56 am

Maybe I has assumed that an antendee can manage their own registration and they can cancel a class (that is how it works in Event Manager). Maybe that is what I am missing here. If you are registered in the system can you cancel your own registration?

Lorenzo Orlando Caum

  • Support Staff

December 1, 2014 at 12:01 pm

Yes, an attendee/registrant can cancel their own registration if the website owner has this shortcode in use:

It needs to be added to a WordPress page for it to be activated and is only available if the WP User integration (accounts) is running.


Lisa N-U

December 1, 2014 at 1:01 pm

Sorry for all the questions, I wish I could test this myself. so I have an event, it has a waiting list on it. I am using the wp-login registration. class is at max of 10 and I have 3 on waiting list. Someone cancels. Can I make the system email everyone on the waiting list that there is an opening and the button is available for someone to “register”. which they move themself from waiting and become part of the class and the other 2 are still on the waiting list.

Lorenzo Orlando Caum

  • Support Staff

December 1, 2014 at 1:55 pm

Hello again,

The process isn’t automated. You would need to email the attendee through the edit attendee record screen. If they are interested, then you could move them to the original event and send a payment request.


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Status: closed

Updated by  Lorenzo Orlando Caum 5 years, 6 months ago ago

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