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How-to: Add a Waitlist per Trip and Manage your Waitlist

What a great problem to have! If your Trip sells out (or even just one package), you can allow Travelers to register to a waitlist.

Leaning Guy

 

How-to: Set up Waitlist Feature per Trip

1. Under your packages: Click on “Sold Out Options” > “Offer Waitlist option if Sold Out"

2. Edit the "Waitlist Button Label" and "Waitlist Message". You can use basic formatting for the message, like bullets, bold and links.

Screenshot 2025-12-30 at 2.21.44 pm

The "Waitlist Message" will be sent in the email and shown in the footer for "Waitlisted" people (see below for screenshot of footer).

Screenshot 2025-12-30 at 2.24.18 pm

Scrolling down, be sure to set the "Decline prompt (button & profile)" and the "Decline popup prompt".

This allows people to remove themselves from the waitlist.

waitlist-decline

See examples further below of how this appears to the Traveler. 

When Will the Join Waitlist Option Be Shown?

For both:

  • Register to Pay

  • Checkout Flow

When either of the following is true:

  1. When the number of booked people is more than the Max configured on the Trip

  2. OR: When a selected package is SOLD OUT based on Package Inventory

How-to: See Who is on the Waitlist

  1. Go to the Trip CRM for the Trip

    1. You can scan the list for people with the "Waitlisted" icon
      waitlisted status
  2. To filter: Click on the 'All People' filter dropdown  above the list of People.
    Screenshot 2025-12-18 at 8.50.27 pm
  3. Select 'Waitlisted'
    1. The number shows in the filter after "Waitlisted" - in this example there are (20)
  4. Click 'SEARCH' to see only Waitlisted people. You can then:
    1. BULK EDIT their status
    2. Send a MESSAGE
    3. EXPORT

How-to: Manually Add someone to the Waitlist

TIP: You might want to do this when migrating from the old way of doing Waitlists (using Packages) or if you have someone who registers and doesn't book before it becomes SOLD OUT.

1. Find the person in the TripCRM that should be "Waitlisted" and edit their STATUS to choose Waitlisted

3. This traveler's status will be shown as Waitlisted - showing "Waitlisted" on hover.

Screenshot 2026-01-27 at 9.52.38 pm

4. They will now count towards the total Waitlisted on the trip, which you can see in the Status filter on the TripCRM just above "Invited"
Screenshot 2025-12-18 at 8.50.27 pm

❌ They will NOT show under Manage Payments as they are not expected to pay while in this Status.

What a Waitlisted Person Sees

When a Waitlisted person opens their Trip Page, they will see this above the name of the trip: "YOU ARE WAITLISTED"
 
The "Waitlist Message" you configured will appear in the footer as shown in the example below. The "Decline prompt

Screenshot 2025-12-30 at 2.24.18 pm

❌ Waitlisted Travelers won't get reminders or see tasks.

❌ They can see the pricing packages and pricing explanation but they cannot make a payment and won't see an actual invoice.

Screenshot 2025-12-30 at 2.25.52 pm

TIP: Invited people go through the Register to Pay flow, so if you are using Checkout Flow only features like Booking Add-on or Price per Night, we recommend deleting the invited person and sending them to the public link if a spot becomes available.

How does a Waitlisted person get their Magic Link

If a Waitlisted person enters their email in FIND MY TRIP, they will receive an email that includes your configured "Waitlist Message" and the option to opt out of the waitlist when they click to the Trip Page.

How-to: Allow a Waitlisted person to Book (I need to move a Traveler off the waitlist)

1. Find the person in the TripCRM that should be allowed to book

2. Edit their STATUS to choose Invited

TIP: This can also be done using the BULK EDIT button to handle many people at once.

4. Optionally, select a package for them (especially if there is only a limited number available): Read this article to learn how to change a Traveler's Package.

3. Select them in the TripCRM and click "SEND INVITE"

The Invited status does not work with:

  • Booking Add-on

  • Book Together/Pay Separately
  • Variable Occupancy Rooms - unless you pre-configure the invitation group
  • Price per Night - unless you pre-configure the invitation group and arrival/departure dates

If you have a dependency on those features, then it's best to delete the Waitlisted person and send them the SHARE TRIP LINK (not from YouLi) to book directly via Checkout Flow when a spot becomes available.

Troubleshooting

Q: I have the Trip set to "Offer Waitlist" and all the Packages are SOLD OUT but people are not being allowed to join the waitlist

A: Check the Trip Close Date on UPDATE TRIP > OVERVIEW. If the Trip Close Date has passed, no one can book or join the waitlist.

If you want to ONLY allow people onto the Waitlist after the Trip has closed:

  1. Ensure the Max number of people on UPDATE TRIP-> PRICING is set to the current number of booked people

  2. Ensure the "Offer Waitlist" option is selected

  3. Then change the Trip Close Date to be in the future

  4. Share the SHARE TRIP LINK and people will be allowed to join the waitlist

Q: The Trip is over the Max people but they are still being allowed to book. 

A: Make sure the "Sold Out Options" is set to "Offer Waitlist":

Screenshot 2026-01-20 at 10.47.21 pm

If your account has the Overbooking feature, it might have "Allow overbooking" selected. If so, then new bookings will be allowed even over the Max and flagged as "Overbooked" on the TripCRM.

 Screenshot 2026-01-20 at 10.46.44 pm

 

How-to: Migrate from using a 'Waitlist' package

TIP: If you used a $0 package to track waitlisted people, follow these instructions to move to the new 

  1. Go to TripCRM
  2. Click to EDIT the individual (or select and click BULK EDIT)
  3. Change their STATUS to 'Waitlisted'
  4. Change their Package to anything other than the 'Waitlist' package
  5. Once you have changed everyone, you can delete the 'Waitlist' package to avoid future confusion