How to Add a Waitlist to Your Sign Up

A waitlist lets people line up for a slot that's already full. When someone cancels, SignUpGenius moves the next person on the waitlist into the open spot and sends them an email. You don't have to watch the sign up, find the next name, or send any messages yourself.

That matters most when spots go fast. The art club fills in an hour, then two families drop out the week before it starts. With a waitlist, those spots refill on their own.

What Happens When a Spot Opens Up

Once a slot is full, new people can join its waitlist instead of leaving. The waitlist keeps them in the order they joined.

When someone in that slot cancels, the first person on the waitlist moves into the open spot. SignUpGenius emails them right away so they know they're in. Everyone else moves up one place in line.

There's no limit on how many people can join a waitlist. You don't have to guess how many backups you'll need.

When a Waitlist Helps

Use a waitlist when your limit is real, like a room that holds 12 kids, one coach per 8 players, or a teacher with only so many conference times. If the limit is soft, just raise the slot quantity instead. A potluck doesn't need a waitlist for desserts. It needs more dessert slots.

These are the situations where a waitlist saves the most back-and-forth.

Genius Tip

Add waitlists only to the slots that fill first. When a waitlist shows up on every slot, people may join a line when an open spot is right below it.

How to Add a Waitlist to a Slot

You turn on a waitlist one slot at a time, so you control exactly which spots get one.

• Log in and open the sign up you want to edit.
• Go to the Add/Edit Slots menu.
• Find the slot that needs a waitlist and check the waitlist box.
• Save your changes.
• Repeat for any other slots that need one.

That's all the setup. From then on, people who find a full slot can join its waitlist, and open spots fill on their own.

How to Message People on Your Waitlist

You can send messages to people on a waitlist just like anyone else on your sign up. When you write a message, choose who gets it:

• People who are on a waitlist for news that only matters to people still waiting, like a second session you just added.
• People who have signed up and people who are on a waitlist for updates everyone needs, like a room change, a new start time, or what to bring.

Sending updates to both groups means someone who moves in at the last minute already has the details.

Genius Tip

After you add a waitlist, use Messaging to send people on it a short note. Tell them a spot could open up any time and that the email telling them they're in will come from SignUpGenius. Ask them to check their spam folder so they don't miss it.

Which Plans Include Waitlists

Waitlists are included on the Gold, Platinum, and Enterprise plans. Every plan, including Free, can create sign ups, send reminders, and use every SignUpGenius product. Gold adds tools for organizers running busy sign ups, like waitlists, start and stop dates, and extra admins.

Frequently Asked Questions

If someone cancels, does the next person on the waitlist get the spot automatically?
Yes. When someone cancels, SignUpGenius moves the first person on that slot's waitlist into the open spot and emails them that they're in. You don't need to contact anyone or approve the change. People join the waitlist in order, so the person who joined first moves up first.

Is there a limit to how many people can join a waitlist?
No. A waitlist on a SignUpGenius sign up has no cap, so as many people as want to can get in line. Each person keeps their place in the order they joined. If more spots open later, people keep moving up one at a time.

I run an afterschool program. Can I use a waitlist when a club or session is full?
Yes. Give each club or session its own slot and set the quantity to your real limit. Then turn on a waitlist for that slot. When a family drops out, the next child on the list moves in and the parent gets an email, so you don't have to work through a list of names yourself.

Which SignUpGenius plans include the waitlist feature?
Waitlists are included on the Gold, Platinum, and Enterprise plans. You can try them with a free 10-day trial, and no credit card is required. Every plan, including Free, can create sign ups and use all SignUpGenius products. See the pricing page for plan details.

Can I send a message to just the people on my waitlist?
Yes. When you send a message from your sign up, choose "People who are on a waitlist" to reach only them. To reach everyone, choose "People who have signed up and people who are on a waitlist." The second option is useful for room changes or new times that affect everyone.