How to run an event waitlist in HubSpot
A waitlist is a promise: if a place opens, you will tell them. Keeping it in HubSpot means the right person gets the place, and you can see at a glance how popular the event really was.
Keep waitlisted as its own status
Don't mix waitlisted people into "declined" or "maybe". Give them their own status on the link between the person and the event, so you can count them, list them and email them separately. See association labels explained.
Move people off it fairly
- Decide the rule up front: first come, first served is simplest and easiest to defend.
- When someone cancels, offer the place to the first person waiting, with a short deadline to reply.
- If they don't answer, move to the next, and note it so you can explain what happened.
What to tell people
- When they join the list: where they are in the queue and when you will know.
- When they get a place: the details and an easy way to say no.
- When they don't: that they were on the list, and that you will keep them in mind for the next one.
Learn from it
A long waitlist is demand you could meet with a bigger room or a second date. Count it after every event.
Where HubRSVP fits
HubRSVP is part of Kikaye, a set of small HubSpot apps on one login. See what HubRSVP does, or read the setup guide.