Automatic Waitlist
With the Advanced plan, you can enable a waitlist for your event shifts. When you create a new event/edit and existing event, use the Enable Waitlist section to turn a waitlist on.
This turns a waitlist on for all shifts on your event. The waitlist will keep track of the order volunteers join the waitlist and automatically sign them up when a spot opens up.
You can customize the Automatic RSVP deadline to 2 hours, 12 hours, 24 hours, or 48 hours before the event. At that deadline, waitlist volunteers will no longer be signed up if there is an opening on the shift.
Notifications will automatically be sent about Waitlist sign ups:
To volunteer: Confirmation of waitlist sign up
To volunteer: Confirmation when they are moved off the waitlist and signed up for the event
To organizer: Confirmation when a volunteer moves off the waitlist and is signed up for the event
Manual Waitlist
If you do not have access to Advanced features, you can add a manual waitlist by creating a separate shift on your event labeled "Waitlist." This allows you to keep track of volunteers who are interested in participating if a spot opens up.
How to Set Up a Waitlist Shift
Create a new shift within your event.
Title the shift “Waitlist.”
You can add a description to the Waitlist shift so volunteers know it doesn’t guarantee a spot.
Let volunteers know they can sign up here if the main shifts are full.
To effectively manage your waitlist, make sure event organizer notifications for cancelations are turned on. This ensures you’ll be notified when someone cancels their signup, freeing up a spot.
You can manage the event notifications by editing your event and expanding the Notification section. Click Save at the bottom if you make any changes.
Managing the Waitlist Shift
When a volunteer canceled their sign up and a spot opens up, you will be able to review your Waitlist shift and move a volunteer into the new open spot.
Go to your event page and click on your event.
Locate the “Waitlist” shift and view who has signed up by clicking the plus sign next to the number of sign ups.
To prioritize fairly, you can click Export (under the Print option) to download the list RSVPs. There will be an RSVP Date column you can reference to find date and time stamps of RSVPs.
When you have identified who you would like to sign up in the newly opened spot, click Sign up on the relevant shift. Select Choose an existing volunteer, locate your volunteer, and sign up.
Next, remove their sign up from the “Waitlist” shift by clicking the X next to their name for that shift.
The volunteer will be notified automatically of the change in their sign up if Notify volunteer upon sign up is enabled on the event’s notification settings.
If you'd like to leave comments for a Waitlist feature, you can view this on our suggestion board here!