Waitwhile's Automation features help streamline event operations by reducing manual tasks and improving the attendee experience.
Event operators often automate the following tasks:
Notify a guest to return for check-in
Guest check-in
Guest check-out or completion
Mark a guest as a No show
Remove guests from the waitlist at the end of the day
Here’s how to set up and use automation effectively for your event:
1. Notify guests to return for check-in
Keep your event running smoothly and reduce bottlenecks at check-in by automatically alerting guests when they’re next in line. This feature lets guests know it’s time to make their way back before being called, helping you manage flow and avoid crowding.
How It Works:
When a guest reaches a specified position in the waitlist, Waitwhile can automatically send a message letting them know they’re “next." This givesd them time to make their way back to the check-in area or activation zone.
You can customize the trigger position, message content, and delivery channel (SMS, email, etc.) to match your event's style and tone.
Benefits:
Gives guests time to return before being called
Reduces wait time and keeps lines moving efficiently
Improves guest experience by offering clear, timely updates
2. Use a QR code for guest check-in
Make it easy for attendees to check in, update their status, or take the next step — all from their own device.
How It Works:
When someone joins your queue, they receive a link to their unique Status Page via SMS or email. You can enable a QR code on this Status Page, which staff can scan at the event for fast, seemless check-in.
Benefits:
Reduces the need for staff to search manually for customers within the Waitwhile platform
Speeds up guest flow at peak times.
Can enable a contactless experience for attendees.
3. Auto-complete guests
Once a customer is marked as served, you may want to automatically mark them as completed after a designated period (e.g., 10 minutes after check-in). This helps keep your waitlist or schedule clean without requiring staff to manually update each guest.
How It Works:
You define a time period (e.g., 5, 10, 30 minutes) after which a guest is auto-completed once marked as served. This automation is ideal for fast-moving or high-volume events where customers pass through quickly.
Benefits:
Keeps your system accurate and up to date.
Prevents gusts from lingering in a checked-in state after their visit is complete.
Allows staff to focus more on the event experience.
Warning: Do not use this configuration if you are looking to track serve duration throughout your event.
4. Remove guests if they do not check-in
Prevent your waitlist from getting cluttered with no-shows by setting up automated removal if guests don’t check in after being alerted.
How it works:
After a guest is Alerted that it is their turn - they're expected to check in within a defined time time (e.g., 10 or 15 minutes). If they don’t take any action or check in by then, Waitwhile can automatically make them as a "No Show." This removes them from the active queue and helps your staff prioritize those who are actually present.
Benefits:
Keeps your waitlist clean and current
Prevents delays and frees up space for other guests
Reduces staff effort to manually monitor check-in deadlines
Note: This feature is only available on Enterprise subscription plans. If you are interested in enabling this feature, please reach out to support or your designated Customer Success Manager.
5. Clear your waitlist at the end of the day
End each day with a clean slate by automatically removing any guests still on your waitlist at a specific time who haven’t been served or completed
How it works:
At a set time, Waitwhile can automatically remove any unserved guests on the waitlist. Perfect for multi-day festivals or recurring events.
Benefits:
Reduces manual wrap-up work
Prevents outdated entires from carrying over
Improves reporting accuracy by closing out open visits
Have additional questions or need assistance? Reach out to us via chat or at support@waitwhile.com.