Capacity is a promise about the experience
Capacity is not only a number. It tells attendees how intimate, available, or limited the event will be. A small workshop may need 10 seats because materials and attention are limited. A casual picnic may support more people.
Choose the number you can actually serve well. It is better to open more spots later than to overfill an event and weaken the experience.
Set registration rules
- 1
Choose the capacity
Set the maximum confirmed registrations based on the real constraint: venue seats, supplies, safety, host attention, or paid inventory.
- 2
Decide whether to allow a waitlist
Enable waitlist when you want people to keep expressing interest after capacity is reached. Disable it when a full event should simply stop accepting new signups.
- 3
Choose automatic or approval-based registration
Use automatic confirmation for straightforward events. Use approval when you need to review fit, prerequisites, applications, or community guidelines.
- 4
Preview the attendee message
Confirm that attendees understand whether they are confirmed, waitlisted, pending approval, or unable to register.
- 5
Monitor registrations
After sharing the link, check the registration list regularly so you can adjust capacity, approve pending people, or close registration if needed.
Which rule should I use?
| Rule | Best for |
|---|---|
| Capacity only | Simple events where every registration can be confirmed until spots run out. |
| Waitlist | Events where cancellations are likely or you may add seats later. |
| Approval | Applications, intimate groups, member-only events, or sessions with prerequisites. |
| Closed registration | Events that are full, cancelled, or no longer accepting new attendees. |
Before opening registration
Capacity matches the real room, materials, or team limit.
Waitlist setting matches how you want to handle overflow.
Approval setting matches the level of screening needed.
Attendee status labels are clear.
The event page explains any important limits.
You know who will monitor pending or waitlisted attendees.
Be careful with capacity changes
Lowering capacity after people register can create confusion. If you need to reduce spots, handle confirmed attendees carefully and communicate the change directly.
FAQ
Should I always enable a waitlist?
No. Use a waitlist when extra interest is useful. If you cannot add spots or manage overflow, closing registration may be cleaner.
When should I require approval?
Use approval when the event requires prerequisites, moderation, membership, a curated group, or manual review before someone is confirmed.
Can I increase capacity later?
Yes, if the event can safely handle more people. Recheck venue, materials, staffing, and attendee experience before increasing the number.
Was this guide helpful?
Your answer helps us keep product guidance clear and current.
Related guides
Collect RSVPs without requiring attendee accounts
Attendees can register as guests. Ask for only what you need, then manage the list from your event tools.
Read guideAdd custom registration questions
Custom questions help with logistics, but every extra field adds friction. Keep the form short and purposeful.
Read guideManage registrations and export attendee data
Use the registration dashboard to review attendee status, check in participants, and export the list when needed.
Read guide