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Waiting Lists

Dave McNamara
Dave McNamara
  • Updated

In this article you’ll learn about Waiting Lists, where to find them, how to add Customers and how to manage Waiting Lists.

Waiting Lists help you manage Events by allowing Customers to register interest in sold out Events. They can also be used when availability is limited and there is demand for certain seats or prices.

Before you read this article, you should be familiar with:

 

What is a Waiting List?

A Waiting List, which can also be known as a Standby list or Waitlist, gives you the opportunity to add your Customers to a queue for tickets on sold out Events and Instances.

Once tickets become available you can manage your Waiting List and notify the Customers.

 

Where to find Waiting Lists

You can find Waiting Lists in the Sales Interface within Events and Instances.

 

To view Waiting Lists, follow these steps:

  1. In the Sales Interface click Events:


    new_user_events_menu.jpg

  2. Enter the name of the Event and click Search:


    waiting_list_event_search.png

  3. Select the Event:


    waiting_list_event_search_select_event.png

  4. To view the Waiting List for the Event, click Waiting List at the top of the Event.


    click_waiting_list_in_event.png

  5. To view the Waiting List for an Instance, select the Instance, then click Waiting List:


    waiting_list_in_event_instance.png

 

How to view a Waiting List

When you access the Waiting List through the Event or Instance, you’ll see the following screen:

viewing_a_waiting_list.png

 

From the Waiting List screen, you can do the following:

    • Run report: Run a Waiting List Sales Report as a PDF or CSV. Here you’ll see the same information as it appears on the Waiting List alongside the Customer’s contact details.
    • Tag these customers: Tag the Customers on a Waiting List. You can then use the Tag to group them together in a Customer List to communicate with them. for example, you might do this if the tickets they’re looking for become available.
    • Add customer: Add Customers to the Waiting List.
    • Customer: Click the Customer name to edit their entry in the Waiting List. You can change the quantity of tickets and Instances the customer is looking for.
    • Tickets: The quantity of tickets the Customer requires.
    • Added: The date the Customer was added to the Waiting List.
    • Modified: The date the Waiting List entry was modified (if applicable).
    • Edit Waiting List (dropdown arrow): By default, customers will appear in order of when they were added to the Waiting List. You can use this to change the order of, or remove Customers on the Waiting List.

 

How to add a Customer to a Waiting List

You can add a Customer to the Waiting List by Event or by Instance.

If you add a Customer to the Waiting List by Event, you’ll be able to choose which Instances to add the Customer to.

If you add a Customer to the Waiting List by Instance, the Instance will automatically be selected. You can add the same Customer to multiple Instances.

To add a Customer to a Waiting List for an Instance, follow these steps:

  1. In the Sales Interface click Events:


    new_user_events_menu.jpg

  2. Enter the name of the Event and click Search:


    waiting_list_event_search.png

  3. Select the Event:


    waiting_list_event_search_select_event.png

  4. If you want to add the Customer to the Waiting List for the Event, click Waiting List. To add a Customer to the Instance Waiting List, select the Instance:

     

    waiting_list_event_search_select_instance_or_event.png

  5. Click Waiting List:

     

    waiting_list_in_event_instance.png

  6. Click Add Customer:

     

    click_add_customer_to_waiting_list.png

  7. Search for the customer. You can search for a customer by name, Customer Id, Postcode/Zip code/Postal Code, Email or any combination of these. Populate the appropriate field(s) and click Search:

     

    find_customer_add_waiting_list.png

  8. Select the Customer you want to add to the Waiting List:

     

    select_customer_add_to_waiting_list.png

  9. Enter the quantity of Tickets required. You can enter any relevant information into the free text field. For example, “happy with two or three tickets if they become available but ideally wants four”.
  10. You can also select more Instances, Include or Exclude days of the week. Once you've finished, click Save:

     

    waiting_list_availability.png

  11. You’ll see the Waiting List with the Customer you’ve just added:

     

    customer_added_to_waiting_list.png

 

How to remove a Customer from a Waiting List after a purchase

When a customer on a Waiting List wants to purchase tickets, perform a Sale following the normal would.

Whenever a customer from the Waiting List buys tickets, you’ll see an Edit Waiting Lists screen which displays their entry on the Waiting List. This will appear once you have confirmed the transaction:

 

edit_waiting_list_after_purchase.png

You can:

  • Click the pencil icon to edit the entry, for example a Customer wants to purchase additional tickets should any become available.
  • Click the red circle to remove a Customer from the Waiting List
  • Click Close to leave their entry on the Waiting List

 

How to Tag Customers on a Waiting List

You can tag Customers on a Waiting List. This is useful if you want to send an email to all Customers on the Waiting List at a later date, for example if more tickets become available.

TIP: Before starting, make sure the Tag Group and Tag you want to use are already set up.

To tag Customers, follow these steps:

  1. In the Waiting List, click Tag these customers:

     

    tag_these_customers.png

  2. You’ll see an Apply Tag screen. Select the Tag group and Tag from the dropdown list. Click Confirm:

     

    apply_tag_waiting_list.png

  3. You’ll see a Confirm pop up. Click Yes to proceed:

     

    confirm_apply_tag.png

  4. Once complete you’ll receive an email to let you know the tags have been added to your Customers.

TIP: Once you have applied the Tag to the people on your waiting list, you can then use this to create a Customer List and send an Integrated Mailing.

How to edit a Waiting List

By default, customers will appear in order of when they were added to the Waiting List. You can change the order of Customers on a Waiting List or remove them altogether.

To edit a Waiting List, follow these steps:

  1. Access the Waiting List from the Event or Instance
  2. Click the dropdown arrow next to the entry you want to change:

     

    edit_waiting_list_dropdown_arrow.png

  3. Select Move to top or Move to bottom to change the order that the Customer appears on the Waiting List. Select Remove to remove the Customer from the Waiting List:

     

    edit_waiting_list.png

You can also change the order a Customer appears by clicking on the three dots and moving the Customer into position:

alternative_edit_customer_list.png

How to run a Waiting List Report

You can run a Waiting List Report from the Event or Instance. Follow these steps:

  1. Go to the Event or Instance and click Run Report:

     

    run_report_waiting_list.png

  2. Choose PDF, PDF (detailed), CSV or CSV (detailed):

     

    waiting_list_report_type.png

  3. You’ll see a notification in the top right corner of Spektrix when your report is ready. Click on the link to open it:

     

    waiting-list_report_ready.png

When you run a report through the Event, you’ll see customers on the Waiting List across all of the Instances in that Event:

waiting_list_report_event_level.png

When you run the report from the Instance, you’ll see Customers on the Waiting List for only that Instance:

waiting_list_report_instance_level.png

You now have the information you need to use Waiting Lists in Spektrix. For other helpful resources, visit the Sell Items and Fulfill Orders category section of our Support Centre.