Waitlist Management & Auto-Promotion | Planadar Help

Waitlist Management & Auto-Promotion

Accessing Waitlist

Navigate to Organizer Admin → Waitlist Tab

How Waitlists Work

When event reaches capacity:

• Registration button shows "Join Waitlist"
• Users join waitlist queue
• System tracks position
• Auto-promotion when spots open

Auto-Promotion Settings

Configure automation:

• Enable/disable auto-promotion
• Promotion notification template
• Response deadline (e.g., 48 hours)
• Automatic re-promotion if declined
• Buffer slots for walkups

Manual Promotion

Promote specific attendees:

1. View waitlist queue
2. Select attendee
3. Click "Promote to Registered"
4. Send custom message
5. Track acceptance

Waitlist Analytics

Monitor:

• Total on waitlist
• Average wait time
• Promotion conversion rate
• Dropout rate
• Optimal capacity

Communication

Automated emails for:

• Waitlist confirmation
• Position updates
• Promotion notification
• Spot expiration warning
• Event sold out notice

Best Practices

• Set realistic capacity with 10% buffer
• Enable auto-promotion for efficiency
• Communicate wait time estimates
• Offer alternative events
• Track no-show rates to adjust capacity

Pro Tip: Over-promote slightly to account for no-shows!