Waitlist Setup Guide for Organizers

Sold out? No problem. 🙌 With Waitlists, the excitement doesn’t have to end when tickets are gone. Attendees can join a queue, get notified when tickets become available, and purchase within a fair, timed window.

For you as the organizer, it’s a seamless way to capture demand, reduce no-shows, and keep fans happy—without lifting a finger. This feature is available on both the mobile app and web.

Enabling or Disabling Waitlists

You can enable waitlists directly from your Event Dashboard after your event has been created.

How to Enable or Disable Waitlists

Go to your Organizer Dashboard.
Select the event you want to update.

To enable waitlists for ALL ticket types:
- Toggle Enable Waitlist for all tickets at the top of your ticket tiers.

To enable waitlists for individual ticket types:
- Select a ticket type.
- Click More Settings (on the right).
- Toggle Enable Waitlist on or off.
- Click Save.

Important Notes 📌

Waitlist settings and behavior come with a few key limitations to keep in mind:

Flexible setup across ticket types
You can enable waitlists for all ticket types at once or apply them to individual tickets. Use this to control where demand is captured based on your event strategy.
Waitlist Activity Until Event End Time
Waitlist tickets can now be listed or added until the event end time has passed. This includes returned tickets, which may still go back into the waitlist pool as long as the event has not ended.
Attendees can return tickets to the waitlist
Organizers currently cannot disable attendee ticket returns separately from the waitlist feature.
- Waitlist offers expire after 30 minutes. If an attendee does not purchase their offered ticket within 30 minutes, the offer expires and moves to the next person in line.
- Outstanding waitlist offers may temporarily exceed available inventory. Active waitlist offers are not revoked if ticket quantities are later reduced. Because attendees may also return tickets to the waitlist, the number of outstanding offers can sometimes appear higher than the current available inventory.
For more details on the attendee experience, check out our Waitlist Guide for Attendees. 📚
Ticket price changes may affect returns
Be mindful when changing ticket prices after attendees have purchased. If the current ticket price becomes lower than what an attendee originally paid, their ticket cannot be returned to the waitlist pool.

Viewing Waitlist Activity

Once attendees join your waitlist, you can track their activity directly from your event.

Go to your Attendees list.
Hover over the list icon on the right side of an attendee’s information.
You’ll see a label indicating if the attendee joined via the waitlist.

This makes it easy to understand where your attendees are coming from and measure demand beyond initial ticket sales.

Waitlist Behavior

Once enabled, Posh automatically manages the waitlist for each ticket tier.

Here's how it works:

Attendees join the waitlist in the order they signed up.
When a ticket becomes available, the next attendee in line automatically receives a purchase opportunity.
Waitlist offers remain active for 30 minutes.
If the attendee doesn't complete their purchase within 30 minutes, the offer automatically expires and is sent to the next person in line.
Returned tickets may also be offered to attendees on the waitlist until the event has ended.

No additional organizer action is required after enabling the waitlist.

Meta Tracking & Waitlist Behavior

Waitlist activity is not tracked as a conversion event in Meta (Facebook/Instagram), including both the Meta Pixel and Conversions API (CAPI).

This means:

Joining a waitlist does not count as a conversion
Waitlist actions are not sent as events to Meta
Meta tracking (Pixel + CAPI) only applies to:
- Page View
- Add to Cart
- Checkout Started
- Purchase

⚠️ Important:
If a ticket is later purchased through a waitlist release, that purchase may still be tracked—but attribution may not fully reflect the original waitlist journey.

Waitlists help capture demand, but they are not included in Meta ad conversion tracking.

Best Practices

🎯 Be intentional with where you enable waitlists
It’s often better to enable waitlists on select ticket types (like General Admission) rather than all tickets. This helps you monitor demand more effectively and release tickets strategically as spots open up.

🔄 Always save your changes
Make sure to save updates so your waitlist settings are applied correctly.

📢 Set clear expectations for attendees
Let attendees know a waitlist is available by mentioning it in your event description and across your event promotions (like social media announcements). This helps reduce confusion when tickets sell out and signals that more spots may become available.

Once enabled, Posh handles everything—from queue management to timed offers. You focus on your event. We’ll make sure no seat goes to waste.