Do I have to do anything when someone cancels?

No — that's the point. The moment a spot frees up (a volunteer cancels, you remove someone, you raise a slot's capacity), the first person in line automatically gets an email offering the spot. If they claim it, they're signed up like anyone else and you get your usual new-sign-up notice.

What if the first person in line doesn't respond?

Each offer stands for 24 hours. If the window closes without an answer, the offer moves to the next person in line automatically. The person who missed their window isn't dropped — their link keeps working while the slot has room that isn't on offer to someone else.

Does everyone on the waitlist get emailed when a spot opens?

Never. Offers go out one at a time, in the order people joined, and only the person whose turn it is can claim — a waitlist link opened early just shows their place in line. Nobody has to race to click first, and nobody gets an email about a spot that was never really theirs to claim.

Does the waitlist work on an RSVP?

Yes, when the RSVP question has a Max attending limit. Once every seat is taken, people see Join the waitlist under it. When seats free up — someone changes their yes to a no, brings fewer people, or you raise the limit — the first person in line gets the offer, and claiming it records their yes. Those emails talk about seats at the event rather than naming the question. An RSVP with no limit never fills, so it never needs a waitlist.

Which plans include the waitlist?

All of them, including Free — and it's on by default for every sheet. You can turn it off per sheet with the Waitlist card on the sheet editor's Settings tab.

Do waitlisted people sync to my ChMS?

Not while they're waiting — they haven't signed up for anything yet. The moment someone claims an offered spot they become a normal sign-up, and on Pro they sync to your connected ChMS exactly like any other volunteer.

Can I see or manage the waitlist?

Yes — each slot on the sheet editor lists its waitlist, next in line first, with a badge showing whose turn it is. The Sign-ups tab also lists every slot's waitlist together. You can remove anyone (no email is sent), and volunteers can take themselves off the list with the link in their waitlist email.

full doesn't have to mean finished

The next-in-line waitlist

A full sheet is a good problem, but cancellations still happen — and the usual fix (message everyone and hope) starts a first-to-reply race that rewards whoever happened to be holding their phone. The waitlist keeps it orderly and fair.

The short answer: When a slot is full, volunteers see Join the waitlist instead of a dead end. The moment a spot frees up, the first person in line is offered it by email — one at a time, with a 24-hour window — never a blast to everyone at once. On every plan, on by default.

How it works for volunteers

On a full slot, the sign-up button is replaced by Join the waitlist. They enter their name and email (and how many spots they need), and get a receipt telling them their place in line.

When a spot frees up, the first person in line gets an email: “A spot opened up — it's your turn.” One click takes them to a page where they claim the spot or pass it along. Claiming makes them a normal sign-up — confirmation email, calendar link, and a change-or-cancel link included. Passing (or letting the 24-hour window close) hands the offer to the next person in line.

Like everything volunteers touch, none of this needs an account — the links in their emails are theirs alone.

What frees up a spot

Anything that makes room: a volunteer cancels themselves, you remove or move someone on the dashboard, someone reduces how many they're bringing, or you raise the slot's capacity. On an RSVP with a seat limit, a yes that changes to a no, a smaller headcount, or a higher Max attending frees seats the same way. Every one of those triggers the same next-in-line offer automatically.

Managing the list

Each slot on the sheet editor shows its waitlist, next in line first — with a badge when an offer is out and until when it's theirs. Remove anyone with the ✕ (no email is sent).

To turn the waitlist off for a sheet — some events would rather look full — use the Waitlist card on the sheet editor's Settings tab. Existing entries stay visible on your dashboard, but the button disappears and no new offers go out.

Common questions

Do I have to do anything when someone cancels?: No — that's the point. The moment a spot frees up (a volunteer cancels, you remove someone, you raise a slot's capacity), the first person in line automatically gets an email offering the spot. If they claim it, they're signed up like anyone else and you get your usual new-sign-up notice.
What if the first person in line doesn't respond?: Each offer stands for 24 hours. If the window closes without an answer, the offer moves to the next person in line automatically. The person who missed their window isn't dropped — their link keeps working while the slot has room that isn't on offer to someone else.
Does everyone on the waitlist get emailed when a spot opens?: Never. Offers go out one at a time, in the order people joined, and only the person whose turn it is can claim — a waitlist link opened early just shows their place in line. Nobody has to race to click first, and nobody gets an email about a spot that was never really theirs to claim.
Does the waitlist work on an RSVP?: Yes, when the RSVP question has a Max attending limit. Once every seat is taken, people see Join the waitlist under it. When seats free up — someone changes their yes to a no, brings fewer people, or you raise the limit — the first person in line gets the offer, and claiming it records their yes. Those emails talk about seats at the event rather than naming the question. An RSVP with no limit never fills, so it never needs a waitlist.
Which plans include the waitlist?: All of them, including Free — and it's on by default for every sheet. You can turn it off per sheet with the Waitlist card on the sheet editor's Settings tab.
Do waitlisted people sync to my ChMS?: Not while they're waiting — they haven't signed up for anything yet. The moment someone claims an offered spot they become a normal sign-up, and on Pro they sync to your connected ChMS exactly like any other volunteer.
Can I see or manage the waitlist?: Yes — each slot on the sheet editor lists its waitlist, next in line first, with a badge showing whose turn it is. The Sign-ups tab also lists every slot's waitlist together. You can remove anyone (no email is sent), and volunteers can take themselves off the list with the link in their waitlist email.

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