Glossary
Volunteer & Events

Event Waitlist Automation

By: Alec Hollingsworth
Updated:  
July 16, 2025

Definition:

Event Waitlist Automation uses software to manage waitlists, notify registrants, and fill open spots for full events automatically.
Event Waitlist Automation refers to the use of software tools to automatically manage and process waitlists for events. This includes registering individuals when an event reaches capacity, notifying them of their position on the list, and seamlessly promoting them to confirmed attendees if spots become available. Automation ensures that updates are sent in real time, reduces manual administrative work, and provides transparency for both organizers and participants. For nonprofits, this feature helps maximize event attendance, improves the attendee experience, and allows staff to focus on more mission-critical tasks rather than tedious waitlist management.

Key Takeaways

  • Reduces manual waitlist management
  • Automatically notifies and upgrades waitlisted attendees
  • Improves event attendance rates
  • Enhances participant experience

Why It Matters

It saves staff time, increases event attendance, and improves the experience for waitlisted registrants.

Real World Example

A nonprofit organizes a fundraising gala limited to 100 attendees. The event quickly sells out, and additional interested supporters are added to a waitlist through the event registration platform. As some ticket holders cancel, Keela’s event waitlist automation instantly notifies the next people on the waitlist, giving them a chance to register before the opportunity is offered to others. This ensures all available tickets are used and the event remains at capacity, without requiring staff to manually track cancellations or send individual emails.

Frequently Asked Questions

What is event waitlist automation?

Event waitlist automation is the use of software to automatically manage and process waitlists for event registrations, freeing up staff time and ensuring no spots go unfilled.

How does automated waitlisting improve event management?

It streamlines attendee communication, reduces manual tasks, and helps maximize attendance by filling open spots as soon as they become available.

Does Keela offer event waitlist automation?

Yes, Keela provides built-in event waitlist automation, notifying waitlisted individuals and promoting them if spots open up, all without manual intervention.

Related Terms

Accessibility Compliance
Automation Trigger in a Nonprofit CRM
Average Gift Size
Board Member Profile
Bounce Rate
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