When an event reaches capacity, you may still want to capture interest from additional attendees. With event·hapily, you can create a waitlist experience using HubSpot landing pages, hapily landing page modules, and a simple configuration on your Event record.
This approach allows you to:
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Cap registrations at a defined limit
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Automatically switch from registration to waitlist collection
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Associate waitlisted contacts directly to the event
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Segment, report on, and follow up with waitlisted contacts in HubSpot
How to | Waitlist for Events - Watch Video
Step 1: Set a Registration Limit on the Event
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Open your Event record in HubSpot.
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Locate the Registrant Limit property.
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Enter the maximum number of registrants allowed for the event.
Once this limit is reached, event·hapily can automatically trigger a waitlist experience on your registration page.
Step 2: Use the Multi-Registration Form Module on Your Landing Page
event·hapily provides a Multi-Registration Form landing page module that supports waitlisting logic out of the box.
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Open your event registration landing page in HubSpot.
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Add the Multi-Registration Form module.
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Configure the module to point to your event.
At the bottom of the module, you’ll see options for handling what happens when max capacity is reached.
Step 3: Configure the Waitlist Behavior
When the event hits its registrant limit, you can choose to:
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Display a custom message (e.g., “This event is full”)
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Or allow visitors to join a waitlist using a waitlist form
To enable waitlisting:
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Select Join Waitlist as the fallback behavior.
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Choose a Waitlist Form from HubSpot.
This ensures new visitors are captured as waitlisted contacts instead of full registrants.
Step 4: Create a Waitlist Form in HubSpot
Your waitlist form can be a standard HubSpot form with contact fields such as:
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First Name
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Last Name
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Email
Required Hidden Property
Add a hidden field to the form:
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Property: Happily Registration Trigger
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Value: JSON string containing:
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The Event Record ID
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Behavior set to waitlist
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This hidden field tells event·hapily to associate the contact to the event as Waitlisted, rather than registering them.
Step 5: Generate the Registration Trigger JSON
To simplify setup, event·hapily provides a Registration Trigger JSON Generator.
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Enter your Event Record ID.
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Select the behavior: Waitlist.
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Generate the JSON value.
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Copy and paste it into the hidden property on your waitlist form.
This ensures every submission is correctly associated with the event and labeled as waitlisted.
Step 6: Test the Waitlist Flow
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Register attendees until the Registrant Limit is reached.
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Attempt to register an additional attendee.
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Confirm that:
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The registration form switches to the waitlist form
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The contact is not registered for the event
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The contact is associated with the event as Waitlisted
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Step 7: View Waitlisted Contacts on the Event Record
Once waitlisted:
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The contact appears on the Event record
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The association label reflects Waitlisted for Event
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Total registrant count remains unchanged
You can add a dedicated Waitlisted Contacts card to your Event record layout for quick visibility.
Step 8: Use Waitlisted Contacts for Follow-Up
Because waitlisted contacts are associated to the event, you can:
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Create lists of waitlisted contacts
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Trigger workflows to send waitlist-specific emails
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Notify contacts if spots open up
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Report on demand beyond capacity
This gives you full flexibility to manage interest—even after registration closes.
Summary
Using event·hapily’s waitlisting setup, you can:
✅ Cap event registrations
✅ Automatically switch to waitlist collection
✅ Associate waitlisted contacts to the event
✅ Segment and follow up with waitlisted contacts
✅ Manage overflow demand without losing leads
Next Steps: