Option-Specific Waitlists - How they work

Learn how to enable option-specific waitlists so respondents can join waitlists for individual full options while still signing up for available ones.

Option-Specific Waitlists let respondents join a waitlist for individual options that are full, while still signing up for other available options on the same form. When a spot opens on a specific option, the next person on that option's waitlist is automatically added. Option-Specific Waitlists require a Boost subscription.

Sections in This Guide

HOW OPTION-SPECIFIC WAITLISTS WORK

Step 1

Unlike the basic or automatic waitlist (which activate when the entire form is full), option-specific waitlists activate per option. Each option on your form has its own independent waitlist queue.

Step 2

When a specific option reaches its capacity, respondents see "Full - N on waitlist" next to that option, along with a Join Waitlist checkbox. They can check this box to join the waitlist for that specific option.

Step 3

On multi-select forms, respondents can sign up for available options AND join waitlists for full options, all in a single submission. Their available selections go through immediately while their waitlist entries are held separately.

Step 4

When a spot opens (because a response is deleted or the creator increases capacity), the next person on that option's waitlist is automatically added to the slot. Both the respondent and the form creator receive email confirmations.

ENABLE OPTION-SPECIFIC WAITLISTS

Step 1: Go to your form's Options page

From your Dashboard, find the form you want to update. On the form's card, click the Options button.

Step 2: Find the Waitlists section

On the Options page, scroll down to the Form Settings card. Look for the subsection labeled WAITLISTS. Make sure the Disable Waitlist toggle is off (waitlists must be enabled).

Step 3: Enable Option-Specific Waitlists

Under the Automatic Waitlists subheading, find the toggle labeled Option-Specific Waitlists. Flip the toggle to enable it. The setting saves automatically.

Note: If General Waitlist (the automatic waitlist toggle above) is currently enabled, it will be automatically turned off. These two features are mutually exclusive.

RESPONDENT EXPERIENCE (MULTI-SELECT FORMS)

Step 1

On a multi-select form with option-specific waitlists, full options are shown by default (not hidden). Each full option displays "Full - N on waitlist" and a Join Waitlist checkbox.

Step 2

Respondents can check available options normally AND check Join Waitlist on any full options they're interested in. They submit everything together in one form submission.

Step 3

On the thank you page, confirmed selections show a green checkmark, while waitlisted options show a yellow clock icon with a Waitlisted badge. Calendar and reminder buttons are not shown for waitlisted options.

RESPONDENT EXPERIENCE (SINGLE-SELECT FORMS)

Step 1

On a single-select form, if all options are full, the full options are shown automatically with Join Waitlist checkboxes so the respondent can pick which option to waitlist for.

Step 2

If some options are still available, full options are hidden by default. A Show taken button appears so respondents can choose to see and waitlist for full options if they prefer.

Step 3

On single-select forms, selecting a Join Waitlist checkbox clears any selected available option (and vice versa). Respondents can either select one available option or join the waitlist for one full option, but not both.

WHAT HAPPENS WHEN A SPOT OPENS

Step 1

When a response is deleted or the form creator increases an option's capacity, the system checks if anyone is on the waitlist for that specific option.

Step 2

The first person in line (first in, first out) is automatically moved from the waitlist into the open slot. Their response is converted from a waitlist placeholder to a confirmed selection.

Step 3

The promoted respondent receives a confirmation email letting them know they've been added to the option. The form creator also receives a notification.

VIEWING WAITLIST RESPONSES

Step 1

On the Responses page, waitlist entries appear in the Response Details section alongside regular responses. Waitlisted entries are distinguishable by their waitlist status.

Step 2

The Waitlist section at the bottom of the Responses page shows all current waitlist entries and their status. When someone is auto-promoted from the per-option waitlist, their waitlist entry is updated to reflect the change.

Key Points

  • Boost required: Option-Specific Waitlists are available with a Boost subscription.
  • Mutually exclusive: You cannot use both Automatic Waitlists and Option-Specific Waitlists on the same form. Enabling one disables the other.
  • Auto-fill only: Unlike Automatic Waitlists (which offer Invite Mode and Auto-Fill Mode), Option-Specific Waitlists always use auto-fill. When a spot opens, the next person is automatically added.
  • Mixed submissions: On multi-select forms, a single submission can contain both confirmed selections and waitlist entries for different options.
  • Conditional questions: If a full option has a conditional additional question, checking Join Waitlist for that option will show the conditional question. The answer is saved and preserved when the respondent is promoted.
  • Reminders: Waitlisted respondents do not receive scheduled reminders. Reminders only activate after they are promoted to a confirmed slot.