Managing Waitlists & Attendance

When a registration fills up, Admittee can keep collecting interested participants on a waitlist and move them into open spots as capacity frees up. You manage all of this from the registration's dashboard, and you mark who actually showed up session by session. This article covers how offers work, how to promote or remove people, and how to record and export attendance.

How the waitlist works

A waitlist only appears when you enable it on the registration and set a capacity. Once the registration is full, new participants join the waitlist instead of registering, and each entry moves through a status: Waiting, Offer sent, Offer accepted, Offer expired, Offer declined, Promoted, or Cancelled.

When a spot opens (someone cancels or you raise capacity), what happens next depends on your waitlist settings:

• Auto-offer on: the next waiting participant is automatically sent an offer email and their status becomes Offer sent. The offer is time-limited by the offer window you set (in hours). If they do not accept before it expires, the offer lapses (Offer expired) and the next person can be offered a spot.
• Auto-offer off: spots stay open until you promote someone manually.

Promoting and removing entries

You manage entries from the waitlist table on the registration dashboard. Each row shows the date joined, participant name and email, current status, and registration type. Use the search box to find a participant.

• Promote: moves a participant into an open spot directly, creating a registration for them at no charge. Their entry is marked Promoted. Promotion is blocked if the registration is already at capacity.
• Remove: the row's menu lets you remove someone from the waitlist entirely.

Click a participant's name to copy their email. Use Export to download the current waitlist as a CSV (name, email, registration type, status, date joined).

The attendee experience

People who join the waitlist get a confirmation email. If they receive an offer, the email includes a secure link to accept or decline before the window closes. Accepting registers them; declining or letting the offer expire frees the spot for the next person.

Marking attendance

Attendance is tracked per session, so a multi-date registration records each participant separately for every session. Mark someone present or absent for a session, and optionally add a note. You can mark one participant at a time or bulk-mark a whole session.

Attendance can be recorded by logged-in staff, or by helpers using the registration's share link, which grants attendance access without a dashboard login.

Exporting attendance

Export the registration to download a CSV that includes a Yes/No column for each session, so you have a full attendance record alongside participant details.