Native Waitlist feature COMING SOON:
We are currently testing with Early adopters. Open a support ticket to request to be an early adopter.
The full feature will be released in March 2026 to all plans.
In the meantime, you can use a $0 Waitlist package to capture registrations without taking payment.
EARLY ADOPTERS
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.
The "Waitlist Message" will be sent in the email and shown in the footer for "Waitlisted" people (see below for screenshot of footer).
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.
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:
-
When the number of booked people is more than the Max configured on the Trip
- OR: When a selected package is SOLD OUT based on Package Inventory
How-to: See Who is on the Waitlist
-
Go to the Trip CRM for the Trip
- You can scan the list for people with the "Waitlisted" icon
- You can scan the list for people with the "Waitlisted" icon
- To filter: Click on the 'All People' filter dropdown above the list of People.
- Select 'Waitlisted'
- The number shows in the filter after "Waitlisted" - in this example there are (20)
- Click 'SEARCH' to see only Waitlisted people. You can then:
- BULK EDIT their status
- Send a MESSAGE
- 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.
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"
❌ They will NOT show under Manage Payments as they are not expected to pay while in this Status.
What a Waitlisted Person Sees
❌ 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.
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
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.
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:
-
Ensure the Max number of people on UPDATE TRIP-> PRICING is set to the current number of booked people
- Ensure the "Offer Waitlist" option is selected
-
Then change the Trip Close Date to be in the future
- 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":
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.
How-to: Add a $0 Package as Waitlist:
1. Go to Update Trip
2. Click on Pricing
3. Click on Add Package
4. Set the Package Label and configure the settings
You can set the PACKAGE LABEL to "Waitlist"
Leave the rest of the default settings as is
5. Set the Price Per Person
The PRICE PER PERSON will be defaulted to $0; double-check to make sure this is the case.
6. Click on Save
I need to move a Traveler off the waitlist
- That is simple! All you need to do is change their PACKAGE.
- Read this article to learn how to change a Traveler's Package.
What does this look like for the Traveler?
- When the Traveler goes to book the TRIP, they will see this:
CAUTION: Travelers will still see TASKS and INVOICE. Travelers will still be able to select ADD-ONS if you have them available. They will also receive reminders to complete tasks.
To avoid this issue we are releasing a native Waitlist feature - learn more below. Coming in January for early adopters and March 2026 general availability.
See how a $0 package works: