How would you start a waitlist in Fillout?
Ask for an email address and one preference you plan to use. When you’re ready to share, send the published form link. Fillout’s Preview link is for people who can edit the form.
An ordinary published form can collect public interest. If only named people should respond, Fillout’s login page can verify an email address and check a domain or list. It can also ask for a shared password. A shared password can be forwarded. Login pages are a paid Fillout feature, so check the plan before choosing that setup.
How can you check both paths before sharing the form?
Use a private draft and made-up answers. Keep databases and email actions disconnected while you check what the person sees.
If the person needs to continue on another site, automatic redirection is listed for paid Fillout plans beginning with Starter.
- Choose a short formAsk for an email address and whether the person wants to attend online or in person. Use a dummy address in Preview.
- Try each answerSend only the in-person path to a question about arrival time. Go through both paths in Preview and check that each can finish.
- Check the confirmationEdit the default ending page to say the person joined the waitlist and when you expect to follow up. Preview checks the wording and branch. If you need a connected table or email action, verify the result with a separate test destination before connecting the live service.
Where do Fillout answers go?
Start in Results, where you can read submissions or download a CSV. The download follows your current filters, so clear them when you want the full set. A connected Airtable or Zite Database table is a separate place where you can copy answers.
| What you need | How to handle it |
|---|---|
| Add each person to a waitlist | Choose Create record in Airtable and map only the fields the organizer needs. Check which table receives the answers. |
| Let someone edit an existing record | Use a separate, restricted workflow. Fillout warns that an Airtable update link can expose fields from the record beyond those shown on the form. Keep the update link out of the public waitlist. |
| Handle repeated answers | Decide whether the organizer should keep the first response or the newest preference. Fillout documents a paid duplicate check for new Airtable records. That rule applies to the Airtable copy. |
What happens when you reach the response allowance?
Fillout lists 1,000 completed responses per month on Free, 2,000 on Starter and 5,000 on Pro. Counts span the organization’s forms and reset on the first day of the month in UTC. Live test submissions count. Preview submissions and partial answers do not.
Fillout says forms keep collecting and Results remain available when you go over the plan allowance. Repeated overuse can lead to an upgrade request and feature restrictions.
To close one form at a fixed count, set a limit of up to 1,000 finished submissions. Finished responses the form already has count toward it, and it does not reset each month. To reopen it after hitting the limit, raise or remove the limit, then turn off Close form and save.