Additional Registration Questions: Waitlisted Guests

 

You can create additional registration questions for waitlisted guests. There are a few reasons why you might want to do this. 

1) If you have an event with a waitlist, you may want to have additional registration questions that are identical to the questions being asked of confirmed guests. If and when you move waitlisted guests into the confirmed guest list, they will have already answered the additional registration questions and there will be no need to follow up with them for answers.

2) You may want to ask waitlisted guests questions that are different than your confirmed guests. For example, if I have an event that is very popular, I might design questions that help me prioritize which potential attendee to add to the confirmed guest list. Remember, when people join a waitlist in SeatRobot, they are not added to the confirmed guest list on a first come, first serve basis. The event manager gets to decide who from the waitlist is confirmed by their own discretion.

 

Please read the instructions below to learn how to assign additional registration questions to waitlisted guests based on your event specifications.

 

1) I have an event with additional registration questions. If and when waitlisted people are added to the confirmed guest list, I want them to have already answered the questions I asked of confirmed guests.

In this scenario, you would simply check the box for 'waitlisted guests' when you're assigning questions to a registration button. To start, please refer to our article Creating Additional Registration Questions for more information on the set up process.

After you've created your question, select the check the corresponding checkbox to make it live.

 

Once you've checked that checkbox, the SET PREFERENCE VISIBILITY pop up window will appear. Check the boxes next to the registration button for confirmed guests and the ALL WAITLISTED GUESTS, then press SAVE.

 

Now, when a guest's status is changed from waitlist to confirmed, they will have already answered the questions you require of guests, without you having to follow up.

 

2) I have an event in which I'd like to ask specific questions of waitlisted guests, so I can prioritize who to add to the confirmed list if I have space.

You can do this by assigning a registration button to ONLY waitlisted guests. For example, with an event I'm organizing, I want to prioritize waitlisted guests based on their graduation date.

To start, I'll add an additional registration question. In the ADD QUESTION pop up window, I'll choose MULTIPLE SELECTORS then press SAVE.

 

Then, I'll add all my options by clicking the ADD ANSWER FOR MULTIPLE SELECTOR OPTION button. Please refer to Creating Additional Registration Questions for more information on this process.

 

Once I've added all my options, I'll check the checkbox next to the question.

 

The SET PREFERENCE VISIBILITY pop up window will appear. Check the box next to ALL WAITLISTED GUESTS, then press SAVE.

 

When guests join the waitlist, they will be asked this question after they've submitted their required contact details in the Registration Input Fields.

 

If you get to a point where you're able to add people from the waitlist into the confirmed guest list, you can use the answers from your additional registration questions to help you prioritize. Please refer to Managing Registration Question Responses for more information on this process.

 

For example, with my event, I want to prioritize the students who are graduating in May 2025. To add them to the confirmed guest list, I will first navigate to GUEST LIST inside my event.

 

From here, you'll be able to see who has registered for your event so far. Names in black are on the confirmed guest list, and names in blue are on the wait list. Click the registration question icon in the top right hand corner to filter via registration question responses.

 

The SEARCH BY REGISTRATION RESPONSES pop up window will appear. To view responses from waitlisted guests, check the bubble next to FILTER FOR RESPONSES and WAITLISTED GUESTS.

If you want to see the list of all waitlisted guests, you would check the checkbox next to the question.

In my situation, I want to prioritize the people on the guest list who are graduating soonest. Therefore, I'm going to check the checkbox next to May 2025, then press SUBMIT.

 

After pressing submit, the guest list will display all waitlisted guests who answered May 2025 as their answer to the additional registration question. 

 

If you want to move someone from the waitlist into the confirmed guest list, there are two options:

1. If there is space in the guest list because someone has rescinded their attendance by un-registering to the event, you can select someone from your waitlist. To do this, check the box next to their name, then press the confirm icon (green thumbs up)

 

The GUEST STATUS UPDATE CONFIRMATION pop up window will appear. Assign them to a registration button by clicking the dot next to the appropriate registration button. Then you can either press CONFIRM GUEST to add them to the guest list without sending them a confirmation email, or you can press CONFIRM GUEST AND SEND EMAIL to add them to the guest list and send them a confirmation email. In my case, I want the student to receive the email, so I'll click that button.

 

That student is now in the confirmed guest list.

 

2) If you'd like to move a waitlisted guest, or multiple waitlisted guests into the confirmed guest list because your event has expanded it's capacity, you have to edit your registration button(s).

To do this, first head to SETUP.

 

Go into your registration button.

 

Amend the MAX REGISTRATIONS WITH THIS BUTTON to reflect the updated capacity of your event. If you'd like to prevent new people from RSVPing to the event, so you can prioritize the waitlisted guests, uncheck the box next to DISPLAY ON EVENT WEBPAGE. You can always go back and make it live on the webpage again if you'd like to re-open the event to the general public.

 

Navigate back to GUEST LIST.

 

From here, you can choose who you'd like to add into the confirmed guest list. I'd like to only display waitlisted guests. Therefore, I'll click the filter icon, then choose waitlisted guests.

 

I also want to organize people based on when they signed up for the waitlist - prioritizing those who signed up first. To do this, I'll click TIME in the time column. After clicking that, the waitlisted guests will appear in descending order based on when they joined the waitlist.

 

To move people into the confirmed guest list, I'll check the box that corresponds to their name, then press the confirm icon (green thumbs up).

 

The GUEST STATUS UPDATE CONFIRMATION pop up window will appear. Assign them to a registration button by clicking the dot next to the appropriate registration button. Then you can either press CONFIRM GUEST to add them to the guest list without sending them a confirmation email, or you can press CONFIRM GUEST AND SEND EMAIL to add them to the guest list and send them a confirmation email. In my case, I want the students to receive the email, so I'll click that button.

 

Thank you! If you have any questions about this process or other features in SeatRobot, please reach out to support.