Event capacity and waitlists
How to cap attendance on an event and let OrganizeOS manage a waitlist automatically when registrations fill.
On this page
Once you have a published event (see Creating an event), you can set a cap on how many people can attend and let OrganizeOS handle overflow with a waitlist automatically.
Setting a capacity limit
When you create or edit an event, enter a number in the capacity field. That number becomes the ceiling for attending RSVPs. OrganizeOS tracks the running count and displays it on the event in your workspace. You can update the capacity at any time before or during the event.
Leave the capacity field blank and the event accepts RSVPs without limit.
Waitlist behavior
When a new RSVP would exceed the capacity, OrganizeOS places that registrant on the waitlist rather than granting an attending status. Waitlisted registrants are queued but not counted against the cap. On a full event the sign-up button reads Join the waitlist, so visitors can see what pressing it will do.
If you leave the waitlist turned off, a full event's sign-up button reads Event full and is disabled — nobody is invited to press a control that will refuse them.
When an attending registrant cancels (from the link in their confirmation email or from the workspace), the next person on the waitlist is promoted automatically. That promotion sends the same email and SMS confirmation that a direct RSVP receives.
When a slot opens
Promotion happens in queue order: the person who joined the waitlist earliest is promoted first, immediately and without any further action from them. If your event has shifts or roles, a waitlisted registrant is only promoted into a slot that still has room for their party size and role.
Managing registrations
An event's RSVPs tab in your workspace lists every registration, with each person's status, shift and check-in, and exports the list as a CSV. Each RSVP is unique per person per event, so a person who registers again updates their existing RSVP rather than creating a duplicate.
Why this matters
Capacity management turns a simple event page into a reliable coordination tool. Organizers know how many people to prepare for, registrants get automatic updates when a spot opens, and the waitlist keeps interest engaged rather than sending people away.