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.
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
From the registration table in your workspace you can update an individual RSVP status or apply a bulk status change across multiple registrants. Each RSVP is unique per person per event, so changing a status never creates duplicate records.
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.