In this article, we will explain step-by-step how to set up a registration system with a limited quota that automatically redirects your attendees to a waiting list once the limit is reached.
What you need for your waiting list
How to configure confirmation emails?
How to build the registration form (Quota)?
How to build the waiting list form?
How to build the invitation email?
How to prepare this registration system?
What you need to create your waiting list
To set up this registration system with a capacity limit and a waiting list, you need to create:
- 2 Registration forms
- 2 Confirmation emails
- 1 Invitation email
How to configure confirmation emails?
Registration confirmation email:
You need to create a standard confirmation email dedicated to the first attendees who successfully secure a spot.
Waiting list confirmation email:
You must create a second confirmation email informing attendees (registered via the second form) that they are on the waiting list and that you will keep them updated if a spot becomes available.
[How to create an email on Eventdrive]
How to build the registration form (Quota)?
Your first form will allow attendees to register directly for the event, within the limit of available spots.
You must add the necessary fields for registration.
[How to create a registration form?]
Limiting access (Quota)
To limit the number of registrations for your event, go to your form settings and change the option "Auto close the registration form" to "Yes, when a specific number of attendees registered via the registration form" then enter your limit (e.g., 500) in the text box.
By changing this setting, the form will close once the registration cap is reached, making further registrations via this form impossible.
Don't forget to add your registration confirmation email (the first one)
at the bottom of the page in the settings.Redirecting to the waiting list
A customizable message is displayed to people trying to register via a closed form. This message will be used to redirect your attendees to the second form, which will serve as the waiting list.
Still in your form settings, add the link to the second form in the text field related to the option "Closed text".
[How to set up my registration form?]
[How to send an automatic confirmation email to my attendees?]
How to build the waiting list form?
This second form will request the exact same information as the first one but will be configured differently in the backend.
In the settings of this form, change the "Registration status that will be set after filling in this form" from "Confirmed" to "Pre-registered" to allow you to quickly and easily distinguish waiting list attendees from others.
Add your waiting list confirmation email at the bottom of the page in the settings tab.
How to build my invitation email?
Create your initial invitation email by including the link pointing only to the first form (the quota form).
Warning: The link to the second form (the waiting list)
must never be shared in the invitation.
It should only be accessible through the
closing message of the first form!