Hosts running limited-capacity, screened, paid, or cohort-based events.
I need to decide who gets confirmed when an event has approval or a waitlist.
Approval and waitlist solve different problems
Approval helps when the host needs to review fit, experience level, safety requirements, or cohort balance before confirming a person.
Waitlist helps when the event is full but the host may confirm more people if someone cancels or capacity increases. Using both can be useful, but it adds responsibility.
Choose the right registration mode
Review pending or waitlisted attendees
Open registrations
Go to the event management area and open the registration list.
Filter by status
Look for pending approval, waitlisted, confirmed, cancelled, and checked-in states.
Review answers fairly
Use only relevant registration answers and event requirements. Avoid making decisions based on unrelated personal details.
Check capacity first
Before confirming a waitlisted attendee, make sure a real spot is available.
Update the status
Use the available registration actions to approve, confirm, cancel, or keep someone waitlisted.
Communicate the result
Make sure attendees understand whether they are confirmed, still waiting, or unable to attend.
Before confirming someone from waitlist
A spot is actually available.
Capacity, materials, room size, or host bandwidth can handle one more person.
Payment or ticket state is handled if the event is paid.
The attendee receives clear confirmation.
The public event page still reflects the correct availability.
Be clear about uncertainty
A waitlist is not a confirmed spot. Avoid wording that makes waitlisted attendees think they can attend unless they have been confirmed.
FAQ
Should I use approval for every event?
No. Approval adds friction. Use it when the event genuinely needs screening, safety checks, or cohort fit.
Can I promote a waitlisted attendee after a cancellation?
Yes, if capacity allows and the product workflow supports the status change. Make sure the attendee receives clear confirmation.
What if my event is paid?
Check ticket and payment state before confirming someone from the waitlist. Paid waitlist cases can require extra care.
Related guides
Set capacity, waitlist, and approval rules
Capacity controls how many people can join. Waitlist and approval settings help you handle overflow or curated attendance.
Read guideManage registrations and export attendee data
Use the registration dashboard to review attendee status, check in participants, and export the list when needed.
Read guideTroubleshoot attendee registration problems
Registration issues usually come from capacity, closed registration, form validation, payment state, or link problems.
Read guide