Eventrac makes it simple to:
Collect participant details when they join a waiting list
Communicate with those on the list
Invite participants to complete their entry when a place becomes available
📍 Where to Locate This Feature
Dashboard > Event > Race Setup > Ordering Options > Waiting Lists
❗ During race setup, you can set a time limit for checkout once a place is selected. We recommend enabling this if your event is likely to sell out, to prevent tickets being “trapped” in baskets and reducing availability.
✅ Enabling a Waiting List
Enable WL (Waiting List) to activate automatically when a race category sells out.
Choose whether to send invites automatically as places open up, or manage manually.
Auto-invites are useful if participants are allowed to self-cancel or transfer.
Manual invites give you more control when managing capacity yourself.
Set the expiry time for any WL invite (e.g. 1 or 2 days).
❗ You must set an event capacity in order to enable waiting lists. See the Race Ticketing Guide for details.
📧 Waiting List Emails
Two email templates are required for waiting lists to work properly:
Waiting List Confirmation – sent when someone joins the list.
Waiting List Invitation – sent when a place becomes available.
Make sure both are enabled in your Email Templates section.
👥 Viewing Participants on the Waiting List
Dashboard > Calendars > Event > Sign-Ups > Waiting List
From this section you can:
Search by name or reference
Filter by race or status
Manually invite or re-invite participants whose earlier invites expired
📩 Inviting People from the Waiting List
Go to Dashboard > Calendars > Event > Sign-Ups > Waiting List.
To invite a single participant, click Invite next to their name.
They will receive an email with a link to complete their entry and payment.
To invite multiple participants:
Select them individually (or use the Select All checkbox).
Go to Actions > Invite Participants.
Confirm the bulk action.
❗ Always double-check your event capacity before sending invitations. Sometimes places appear available if tickets are still in baskets.
🔄 Allowing Transfers to the Waiting List
Event > Race Setup > User Management Configuration
Enabling this option will also allow participants to offer their place to a user on the Waiting List. Whilst this offer is initiated through the system, any subsequent agreement and/or payment between the two parties will take place privately. Once the original participant is satisfied with the outcome, they can finalise the transfer via their online profile. This does not guarantee the transfer will be accepted but provides flexibility.
Related email: “A Space is Available”
🛠️ Managing Participants
By clicking Manage next to a waiting list participant, you’ll be taken to their entry where you can perform further actions, including refunds, transfers, or manual updates.
🌟 Best Practices
✅ Enable waiting lists from the start of registration to capture interest early.
✅ Use expiry times on invites to keep the process moving quickly.
✅ Double-check your capacity settings before sending out invitations.
✅ Communicate your waiting list policy in pre-event emails.
✅ Review waiting list status regularly to keep it accurate and up to date.