How does the waiting list work? - Fri - Oct 26, 2018 - 4:34pm

Stacy Chapman
Oct 2018 ⚬ 0 Comments Managing Events
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Disabling the waiting list

The waiting list is enabled for all events by default -- both reserved seating and general admission -- but you may disable the wait list by clicking on the Purchase Settings tab for any event. Just leave the "Remaining Tickets for Waiting List" input box blank to disable the option for your event.

Navigate to: Events tab > 


1. Click on the name of your chosen event
2. Click on Purchase Settings in the top navigation bar
3. Click the # sign to change the Remaining Ticket Display


Enabling the Waiting List

To enable the option, choose "Enabled" to make the waiting list option display when your event sells out and there are 0 tickets remaining.

Alternatively, if you want to allow a waiting list to appear before the event is completely sold out, enter at what number of remaining tickets you want the waiting list to be displayed. This option may be especially useful for reserved seating events where only single seats remain, allowing patrons to sign up for the waiting list if and when seats open up together. Once the waiting list is displayed, customers can enter their contact information, the number of tickets needed, whether they have accessibility needs and any other pertinent comments.

 


Waiting List Time Limit

You can set a time limit that a customer has to purchase their tickets once they've been notified from the waiting list.  In the above example, we've set a time limit of 24 hours.  So, once you notify a customer that's on the waiting list that tickets are available, the link they receive via email will only be valid for 24 hours before the link expires. If they do not respond to the email after 24 hours, they will be marked as inactive on the waitlist in addition to the link expiring. 

Sign up for waiting list notifications

Navigate to the Notifications tab of your Account Settings. Under Notification for Waitlist Availability, add your staff email addresses. We'll send you and your staff a notification via email the moment that tickets become available if patrons are already on the waiting list for that event.

Notifying customers that are waiting

We will alert you when the number of sold seats plus the number of tickets desired awaiting customers exceeds the capacity with a message like below. In order to remove the message, your capacity must be above the total number of sold tickets and requested tickets from the waiting list.  Notify customers to purchase seats or remove them from the wait list altogether to free up your capacity and begin selling again.

When clicking the Alert icon (seen below), that customer will immediately receive an email asking them if they still want those tickets or if they are no longer interested.





A portion of the email notification that customers will receive is shown below.  This example is when the waiting list "Time Limit" is set to 1 hour.





If the customer clicks "I'm no longer interested", they'll be immediately removed from your waitlist and you'll see a strikethrough over their name and information.  If the customer clicks "Buy Tickets", they will be taken to the event, where they can purchase the available tickets. 

Adding customers to the waiting list
As a logged-in user, you may add patrons to your waiting list by navigating to: Events tab > 


1. Click on the name of your chosen event
2. Click the Waiting List icon: 
3. From the waiting list, you can add new customers to the list and take action for customers that are waiting for tickets.





Waiting list Actions

From the Actions column of your waiting list, you can edit a customer's data (if they call to say they need to revise their ticket needs).

 



Removing a customer from the waitlist
 
1. Click on the name of your chosen event
2. Click the Waiting List icon:
3. On the far right,  there will be an Actions column with four icons. You will want to click the red trashcan icon to remove a customer from the waitlist.
 


  
 
Processing an order for a waitlisted customer


1. From the waiting list, after notifying a client, the icon to Process an order will become available. 
2. Choose the number of tickets they want from those remaining. Click Continue.
3. When you get to the checkout page, the customer's information will be transferred from the waiting list onto the checkout page to save you time. Just enter the credit card information and Confirm the order.


There is no cost to take advantage of the Waiting List option.

Choose ticket types for the waiting list:

Now when Customers opt in to the waiting list, they can identify the exact ticket types they need and the quantity needed.





"Ready to purchase" waitlist status:

If they are no longer interested in purchasing tickets and have indicated so, they will become Inactive. If they purchase tickets, we will show that they purchased tickets and the order ID associated with it.








Purchased orders move to the end of the waitlist:

Once a customer has purchased tickets from the wait list, they will move to the bottom of the waiting list.  

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