---
title: "Waitlist"
subtitle: "Manage overflow demand when your event reaches capacity"
slug: "waitlist"
url: "https://help.luma.com/p/waitlist"
tags: ["Events"]
---

The waitlist feature allows hosts to manage overflow demand when their event reaches capacity. Guests can join a queue to be notified if spots become available.

## Enabling Waitlist

To enable waitlist for your event:

1. Go to your event’s manage page
2. Click on **Registration**
3. Navigate to **Event Capacity**
4. Set your event’s maximum capacity
5. Toggle on **Over-Capacity Waitlist**

**Note:** Waitlist is currently only available for free events. We’re working on adding support for paid events.

## How Waitlist Works

**For Hosts**

When your event reaches capacity:

- New registrations automatically join the waitlist
- You’ll see waitlisted guests in your guest list with a “Waitlist” status
- You can approve or decline waitlisted guests individually or in bulk

To manage waitlisted guests:

1. Go to the **Guests** tab on your event manage page
2. Filter by “Waitlist” status to see all waitlisted guests
3. Select guests and choose to **Approve** or **Decline**
4. Add an optional message when changing their status

**For Guests**

When joining a waitlisted event:

- You’ll see an “Join Waitlist” button instead of “Register”
- You’ll choose your ticket type(s) (for group registrations, multiple types can be selected)
- You’ll fill out any registration questions set by the host
- After joining, you’ll receive a confirmation email
- Your registration status will show as “On Waitlist”
- You won’t have access to event details (like virtual event links) until approved

If you’re approved:

- You’ll receive an email notification
- Your status changes to “Going”
- You’ll gain full access to event details
- You’ll receive your event ticket

If you’re declined:

- You’ll receive an email notification
- Your registration will be cancelled

## Managing Capacity

The waitlist activates automatically when:

- Your event reaches its set capacity
- All available spots are filled

To adjust capacity:

1. Go to **Registration** → **Event Capacity**
2. Update the maximum capacity number
3. If you increase capacity, you can approve waitlisted guests

**Event Capacity vs Ticket Capacity**

- **Event capacity** controls the total number of approved guests and enables the waitlist when reached
- **Ticket capacity** sets a limit on specific ticket types

When waitlist is enabled, guests can join the waitlist for any ticket type — even ones that have reached their ticket capacity. This means you can safely set both event capacity and individual ticket capacities without worrying about blocking waitlist signups.

## Best Practices

- **Set realistic capacity limits** - Consider your venue size or virtual platform limits
- **Review waitlist regularly** - Approve guests promptly when spots open up
- **Communicate clearly** - Use custom messages when approving/declining guests
- **Monitor no-shows** - You can approve waitlisted guests to fill last-minute cancellations

## Frequently Asked Questions

**Can I charge for waitlisted events?**
We’re currently working on adding support for paid events with waitlists. For now, waitlist is only available for free events.

**Do waitlisted guests count toward capacity?**
No, only approved guests count toward your event’s capacity limit.

**Can guests remove themselves from the waitlist?**
Yes, guests can cancel their waitlist registration at any time.

**Will waitlisted guests automatically get approved if someone cancels?**
No, hosts must manually approve waitlisted guests when spots become available.

**Can I send messages to waitlisted guests?**
Yes, you can send broadcast messages to all guests, including those on the waitlist.