How to Add Guests to a Waiting List

Find out how to put your invitees on a waiting list in case you have reached event capacity

Carolin Gonschorrek avatar
Written by Carolin Gonschorrek
Updated over a week ago

zkipster currently does not have a built-in waiting list feature, however, you can still use zkipster to create a wait list for your guests once you have reached capacity for your event and are no longer taking any RSVPs.

If you need a quick reminder on how to set up your zkipster response form to close after certain event criteria has been met, or how to close it manually if your invitation has already been sent, please see this article here.

In order to set up a waiting list in zkipster, please follow these steps below (Please note: the instructions are based on the assumption that an RSVP invitation, or standalone response form, has already gone out for your event):

  1. Inside your event, create a new, empty guest list ('Guests' tab > 'Add Guest List') separate from your main guest list. You can call this list 'Waiting List' or similar in order to tell the difference between your lists.

  2. Create a new standalone response form via the 'Invitations' tab - for a quick overview of the different Invitations templates click here.

  3. Switch the form from 'Private' to 'Public' in the 'Form Settings' section. Check out this article for more help.

  4. Select your empty waiting list guest list from the 'Add New Guests to Guest List' dropdown inside 'Form Settings' so that responses to this form populate into this list.

  5. Design the rest of your waiting list form as desired

  6.  Set up an Auto Confirmation Email for your public waiting list response form, if needed. Find specific details on this here.

  7. Leave the 'Allow checked-in guests to submit form' to OFF. We always recommend to leave it to OFF in the main form. Any information that is not locked might get overwritten when submitting other forms if set to ON (i.e. Consent Form).

  8. Hyperlink the public URL of your waiting list response form into the 'Form Closed Message' text field of your original event response form(s) and compose the message that will display to your guests once RSVPs are closed.

Please note: The default settings when creating a new form will now close one week after the event end date. Please always check your Form Settings before sending your invitations.

The responses you will receive on your public waiting list response form will create brand new guest entries in zkipster and populate your waiting list this way! 

Be aware that zkipster does not de-duplicate guests so please keep this in mind when compiling your final guest list ahead of your event.

Manually Approving Guests On A Waiting list

Depending on your event capacity, there will be instances where you want your guests to fill out the RSVP form, place them on a waiting list and manually approve/confirm their attendance to the event.

In order to do this, first create a public form; compose and design the form as desired.

The 'Send Confirmation Email' toggle is ON by default. You can turn this OFF since you will be manually approving the guests' attendance. This will ensure that new guests will not receive a confirmation email after they registered. Click on the gold 'Save Changes' button at the top right of your form composer to save the changes.

Guests who register using the public form will still appear as 'Confirmed' on your guest list. Create a separate guest list (e.g. 'For Confirmation', 'To Be Confirmed', etc) where guests will be funneled through. Once done, go to Form > Form Page > Settings > Form Settings > Add new guests to guest list > Click the drop down to choose the guest list you created.

Once the form is closed and you are ready to go through the waiting list, tick the Guest List section, go to Action, and change the status to 'Unconfirmed'. You can now review each guest and change their status to 'Confirmed' if you are approving their attendance.

We recommend not moving them to the main guest list so it would be easy to identify the guests who registered using the public form.

Please note: If you are using a public form, all form submissions will create a new guest entry in your event which means your guests might create duplicate entries of themselves on your guest list. Additionally, please keep in mind that zkipster currently has no deduplication function and that you would have to manually remove each duplicate guest.

Now that you have selected the guests on the waiting list and changed their status to 'Confirmed', it is time to send them a confirmation email. Create a separate Standalone Confirmation Email and send the email to a filtered segment of your guest list (i.e, send it only to 'Confirmed' guests).

Pro tip: If you want to send an email to the guests who were not selected to attend the event, you can create a separate Standalone Decline Email and send the email to a filtered segment of your guest list (i.e, send it only to 'Declined' guests).

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