Event Capacity & Waitlist Management Worksheet

Running out of tickets is a great problem to have, but it requires a solid process to ensure you don't lose potential leads. Use this worksheet to build your HubSpot waitlist system.

Setup Worksheet

Logic Flow for Waitlist Automation

Follow these steps to automate the transition from "Waitlist" to "Registered":

• Threshold Alert: When ticket inventory hits 0, trigger a HubSpot Workflow to change the landing page form to the 'Waitlist Form'.
• The Queue: Create an Active List of all 'Waitlist' contacts sorted by 'Create Date' or 'Priority Score'.
• The Release: If a ticket becomes available, use a workflow to send a limited-time (e.g., 24-hour) private registration link to the first person on the list.

KPI Tracking

Measure the success of your waitlist by tracking these metrics in a HubSpot Dashboard:

1. Total Waitlist Volume
2. Conversion Rate (Waitlist to Registered)
3. Average time spent on Waitlist