Waitlist

When you set a maximum number of participants for an event, you can additionally enable a waitlist. This allows interested people to still register even when the event is fully booked.

Enabling the waitlist

In the event editor, next to the Max participants field, you will find the Enable waitlist checkbox. It only appears when a maximum number of participants is set.

Process for participants

• When the event is fully booked and the waitlist is active, visitors see a notice on the registration page that the event is full and they can join the waitlist.
• The registration process (email confirmation) is identical to a regular registration.
• The confirmation email and the confirmation page clearly communicate that it is a waitlist spot.

Moving up from the waitlist

When a confirmed participant is unregistered (by the admin or by self-cancellation), the first person on the waitlist is automatically promoted. This person receives an email notifying them that a spot has become available and they are now registered.

Administration

• On the event's participants page, confirmed participants and the waitlist are shown separately.
• In the participants heading you will see e.g. "12 participants (including 2 on waitlist)".
• When sending communications (emails), only confirmed participants are contacted by default. You can optionally include the waitlist via a checkbox.

Custom registration forms

With custom registration forms you can freely define which fields participants fill in when registering. In addition to the standard fields (first name, last name, email) you can collect any extra information relevant to your event.

Accessing form management

You can find the form management in your account settings under Manage registration forms. There you will see an overview of all existing forms and can create new ones.

Available field types

Text field	For free-text input (e.g. company, allergies, remarks)	Company:
Email field	Validates the input as an email address	Email:
Selection (dropdown)	Single choice from predefined options	Catering: Meat Vegetarian Vegan
Selection (checkboxes)	Multiple choice from predefined options	Interests: Culture Sports Music
Checkbox	For yes/no questions (e.g. consent declarations)	Accept terms
File upload	Allows participants to upload files (PDF only)	CV Drag & drop PDF here or click to browse Only PDF files allowed
Divider	A visual separator to structure the form
Group	Visually groups related fields together	Address Street: Zip / City:

Field dependencies

With field dependencies you can dynamically show or hide form fields depending on whether a specific checkbox is checked.

Setting up a dependency

In the form editor you will find the Dependencies section. There you define which checkbox field (trigger) controls which other field (target).

Options:

• Show when checked – the target field is shown when the checkbox is checked, and hidden when it is unchecked.
• Hide when checked – the target field is hidden when the checkbox is checked (inverse logic).

Example

A checkbox "I am bringing a companion" can control a text field "Companion name". When the checkbox is checked, the text field appears – when unchecked, it disappears.

Special field assignments

Every form requires an assignment of the fields for first name, last name, and email. You configure this under Special field assignments so the system can correctly process participant data.

Draft mode

Changes to a form are initially saved as a draft. This lets you make adjustments without affecting running events. The changes only take effect once you apply the draft to the form.

Assigning a form to an event

In the event editor you will find the Registration form field. There you can select one of your forms. The form can be changed at any time, even if registrations have already been received – existing data is preserved, and new registrations will use the newly assigned form.