Hello Kim,
Please find below the steps to view waitlisted invitees:
Event-Level Waitlist (Invitees)
To view waitlisted invitees for a specific event:
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Go to your event and navigate to Reports > Report Templates > Invitee Details.
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Click Data > Change Report Data, then go to the Selection Criteria tab.
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Set Invitee Status = Waitlisted and run the report to display only those currently on the waitlist.
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(Optional) To see when each invitee joined the waitlist, go to the Fields tab and add Last Waitlist Date, then sort as needed.
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Export or save the report under Actions for communication or record-keeping.
Session-Level Waitlist
If you need waitlist information for individual sessions, run the Agenda Item Registration Overview report and click on the Waitlisted column to view attendees waitlisted for each session.
Cross-Event Waitlist Reporting
To view all waitlisted invitees across multiple events, use the Cross Event Report – Invitees and Registrants and filter by Waitlisted status.
Let me know if you have any further questions. Thank you!
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Sanjog Rana
Senior Product Consultant
Cvent
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Original Message:
Sent: 12-10-2025 08:22
From: Kim Abbott
Subject: Waitlist emails for those not accepted
Sanjog,
Which report do you suggest running to view waitlisted invitees?
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Kim Abbott [Designation]
North Carolina Electric Membership Corporation
Original Message:
Sent: 12-09-2025 09:26
From: Sanjog Rana
Subject: Waitlist emails for those not accepted
Hi Timothy,
Cvent does not automatically notify or deny waitlisted registrants when the waitlist is closed or when no one will be admitted, so planners must communicate this manually. The best practice is to run a Waitlist report to identify all remaining waitlisted registrants, draft a clear "waitlist closed" or "not admitted" message, and send it through Cvent or an external email system. You do not need to deny their registrations unless you want the status updated for reporting purposes. Denying them will trigger the "Waitlist Denied" system email if it is enabled. Closing the waitlist only prevents new signups and does not notify existing waitlisted guests, so proactive communication is essential for transparency and a good attendee experience.
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Sanjog Rana
Senior Product Consultant
Cvent
Original Message:
Sent: 12-03-2025 18:17
From: Timothy Kelly
Subject: Waitlist emails for those not accepted
We have a waitlist set up for an event at capacity and 30 people on the waitlist. We are going to close any more waitlist activity and want to communicate with those on the waitlist that aren't getting in to the event (which is everyone on the waitlist). Am I supposed to deny registration to these people and use a waitlist denied type email, or how should that be managed?
#Registration
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Timothy Kelly
Senior Director, Strategic Higher Education
College BoardUnited States
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