Long wait times can lead to frustrated customers and lost revenue. Waitwhile helps businesses of all sizes manage crowds efficiently, keep customers engaged, and improve overall satisfaction. Whether you're a Conference sponsor, hosting a VIP area at a concert, or participating in the Experiential tent at a large sporting event, Waitwhile’s virtual queuing and waitlist management system ensures a seamless experience.

1. Registration: A seamless start

Guest experience:

Guests can register for your event by scanning a QR code, visiting a website, using an onsite kiosk, or your own mobile app using any device. You can customize the registration journey to capture the information you need — from service selection, resource assignment, to contact details.

Sample customer journey:

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Sample registration flow:

Staff experience:
Staff receive a real-time overview of who has registered, enabling them to prepare for peak times, segment attendees (e.g., VIPs, general admission, vendors), and allocate resources more efficiently.

2. While they wait: Real-time updates & engagement

Customer experience:
After signing up, customers receive a confirmation via email or SMS with key event details, their position in line, and a unique QR code. They'll then get live updates as their turn approaches. This gives customers the freedom to relax, grab a drink, or explore the venue while they wait — without the stress of losing their spot.

Sample customer journey:

Sample customer communication flow:

Staff experience:
Event staff have full visibility into how many guests are waiting, how long they’ve been in line, and how quickly the line is moving. If delays occur, staff can send automated or manual messages to keep guests informed, reducing frustration and improving transparency.

3. Check-in: fast, friendly, and frictionless

Customer experience:
Upon arrival, guests simply show their QR code or provide their name to check in. No paper tickets or manual lists required. Check-in can be contactless and completed in just seconds.

Sample customer journey:

Sample customer check-in flow:

Staff experience:
Staff can quickly verify each guest’s registration, view any notes or special access privileges, and check them in with a tap. For larger events, this drastically reduces bottlenecks and speeds up the entry process. You can even set-up automation to remove no-shows and cancellations automatically without requiring a staff action.

4. Check-out: Close the loop and gather Feedback

Customer experience:
As guests leave, they can be manually or automatically checked out using automation after a set period of time. This is a great opportunity to ask for quick feedback about their experience via a short survey sent by SMS or email.

Sample customer journey:

Sample customer check-out flow:

Staff experience:
Check-out data helps your team understand attendance trends and dwell times — key insights for planning future events. Plus, collecting feedback right at the end ensures it's fresh and actionable.

Key Waitwhile features all Events use!

Flexible & customizable waitlists

Set up different queues for various event areas, such as VIP access, breakout sessions, or meet-and-greet experiences.
Allow attendees to schedule appointments or join a walk-in waitlist with ease.

Data capture & insights

Collect attendee information, preferences, and feedback to improve future events.
Access analytics on wait times, peak periods, and customer flow to optimize operations.

Automated communications

Send real-time SMS and email notifications to keep attendees updated on their wait status.
Customize messages with event details, estimated wait times, and reminders.