Manual vs Automatic Ticket Allocation functionality (Waitlist)

Overview

The Waitlist feature allows customers to register interest in sold-out events and get notified when tickets become available. Yapsody offers two methods to manage this process:

• Manual Ticket Allocation
• Automatic Ticket Allocation

This article explains how each method works and when to use them.

Manual Ticket Allocation

How It Works

In Manual Ticket Allocation, the presenter controls when and how waitlisted customers are notified.

Setup Requirements

• Enable Waitlist
• Keep Automatic Ticket Allocation disabled

Key Behavior

• Customers join the waitlist once tickets are sold out
• When tickets become available, the presenter:
  • Selects customers manually
  • Sends notification emails from the Box Office
• Customers receive a time-bound purchase link
• If the customer does not purchase within the response time:
  • The link expires
• Presenter can:
  • Re-notify customers
  • Notify different customers
• All notifications are tracked in the Waitlist Report
• If all notified customers do not respond:
  • Tickets are released to general public sale

Best For

• Events requiring manual control
• Selective customer handling (VIPs, priority groups)
• Lower volume events

Automatic Ticket Allocation

How It Works

In Automatic Ticket Allocation, the system manages notifications and ticket distribution based on predefined rules.

Setup Requirements

• Enable Waitlist
• Enable Automatic Ticket Allocation

Configurable Settings

• Ticket count required to trigger email (Number of tickets required to trigger notifications)
• Ticket Offering Interval (Time interval between notifications)
• Time to respond (link validity)

Key Behavior

• Customers join the waitlist when tickets are sold out
• When tickets become available:
  • The system automatically notifies customers
  • Notifications are sent sequentially based on configured intervals
• Customers receive a time-limited purchase link
• If a customer completes purchase:
  • They are removed from the waitlist
• If no customers exist on the waitlist:
  • Tickets are immediately available for general sale
• Manual “Notify Customer” option is disabled
• All activity is logged in the Waitlist Report

Best For

• High-demand events
• Large audiences
• Hands-off, automated workflows

When Should You Use Each?

• Use Manual Allocation if you want:
  • Full control over who gets tickets
  • Ability to prioritize specific customers
• Use Automatic Allocation if you want:
  • Faster ticket distribution
  • Minimal manual effort
  • A scalable solution for high demand

Additional Notes

• Both methods require the waitlist to be enabled
• Ticket links are always time-sensitive
• The Waitlist Report provides full visibility into notifications and activity