If you are a Business account user, you can use the waitlist feature to let clients sign up for the waitlist for a class session or service appointment so that once all seats in the class session are taken or your availability for the service is completely filled.
You can turn on the auto-invite setting under Settings > Final Confirmation, and this will automatically send an invitation to registered waitlist attendees whenever the date they have requested for the reason they've requested opens up. If you have the auto invite turned on, you may not need to manually send invites with this method.
In this section we will cover -
Waitlist for Classes
To enable the waitlist for a class, you'll want to navigate to Settings > Services & Classes > click on the View button next to the class you want to enable the waitlist for -
From the class profile, you'll want to click on the blue Edit button in the Overview section, check the box next to Allow Waitlist and then click on the green Save button -
Once you check the box, you will be given the option to put a limit to the number of clients who can be added to the waitlist per session or not -
If you decided to set a limit on the amount of clients who can join the waitlist, once that number has been met, the class session will no longer appear as an option on the Client Scheduler. Once the waitlist is enabled, if a client selects a class session that has reached its maximum capacity, the scheduler will automatically prompt the client to join the waitlist directly below the calendar -
If a client opts to click on the Click here to join the Wait List for another date/time link, they will get taken to the Join the Waitlist panel where they will be given the choice to check the box next to the class session that's at max capacity or check a box to get notified on the first available opening, regardless of date and time -
And after that they will be prompted to enter their information on the Your Information panel as per usual -
As soon as they save their information, a new panel will appear saying that they are now on the waitlist -
You and the client will each receive a notification that they have been added to the waitlist for the class.
If you would like to see which clients have been added to the different waitlists on your account, you'll want to navigate to Appointments > Appointment Lists > Wait List -
Once you have determined the Date Range by clicking in the field shown with the red arrow below, you will the be able to see a list of all your clients who have been added to the waitlist -
If you click on the button to the right of the Print button, a dropdown menu will appear where you can determine which fields you would like to display in the Wait List appointment list -
Now let's take a look at one of the clients who got added to the waitlist for a class session. Click on the + button on the left side of the name to see more information and/or create an appointment -
After the waitlist entry has been expanded, you'll notice the Create Appointment button. in order to create an appointment for this client, another client must cancel their appointment or you must first increase the capacity of the class session. Once you've increased the capacity of the class session and would like to add a client to the class, you can click on the Create Appointment button.
You can turn on the auto-invite setting under Settings > Waitlist which will automatically send an invitation to registered waitlist attendees whenever a date they have requested for the reason they've requested opens up. If you have the auto invite turned on, you may not need to manually send invites with this method.
You will then be taken a new page where you will be able to able to book a new appointment for the selected client. Notice that the class session details are populated, and click on the green Save Appointment button to add the client to the class session -
After booking the appointment for a client that was previously in the waitlist, you can go back to the appointment lists, select the waitlist tab and you'll notice that the status of the client in the waitlist changed from Open to Booked, meaning this person was added to the class session -
You can turn on the auto-invite setting under Settings > Final Confirmation which will automatically send an invitation to registered waitlist attendees whenever the date they have requested for the reason they've requested opens up. If you have the auto invite turned on, you may not need to manually send invites with this method.
Another way to add a waitlist registrant to a class sessions is from the class session details screen - we will cover this method in the example below.
If a class is popular and you have a large number of clients registering to the waitlist, you can increase the number of seats available for a class session and invite clients to attend the class session. First go to the profile page of the appropriate class, and once on the class profile you'll need to go to the Schedule tab. Here you will all open class sessions, click on the date of the class session (hyperlinked in blue) to go to that Class Session Details page -
Once on the Class Session Details page, you'll need to edit the class session and increase the capacity, before clicking on the green Save Changes button -
Now that you've increased the number of available seats, you can add a waitlist registrant to the list of class attendees. To do so, you'll want to go to the Waitlist Registrants tab at the bottom of the Class Session Details page, where you will be able to see all of the clients that have joined the waitlist for this class session -
Here you will be able to add waitlist registrants to the list of attendees or remove them from the waitlist. In order to add a waitlist registrant to the class session, you'll need to check the box next to their name and click on the blue Add to Class Attendees List button. You will then be given the option to send an email to the Client or Staff of the new appointment, and will need to click on the blue Add To Class Session button -
The client you selected will then be added to the list of attendees -
If an appointment is cancelled you have 3 ways of inviting clients in the waitlist to book an appointment -
Turn on the Auto Invite Wait List Registrants when Clients Cancel/Reschedule setting under Settings > Wait List
Turn on the Auto Invite Wait List Registrants when Staff Cancel/Reschedule setting under Settings > Wait List
Manually send an invitation to a client
If you opt to turn on 1 of the Auto Invite Wait List Registrants settings, the system will automatically send an email to any clients added to the waitlist for that specific time and date asking them to book an appointment. If this option has not been selected, you can manually book an appointment for a client is a time slot become available.
Waitlist for Services
Turning on the waitlist for a service is very similar to turning on the waitlist for a class. To enable the waitlist for a service, you'll want to navigate to Settings > Services & Classes > click on the View button next to the desired service -
From the service profile, you'll want to click on the blue Edit button on the upper right, check the box next to Allow Wait List and then click on the green Save button -
Once the waitlist has been enabled and the timeslot your client wants to book is no longer available, they will see a link directly under the calendar to Click here to join the Wait List for another date/time your clients will be able to click on -
If a client opts to click on the Click here to join the Wait List for another date/time link, they will get taken to the Join the Waitlist panel where they will be given the choice to check the box next to the class session that's at max capacity or check a box to get notified on the first available opening, regardless of date and time -
Clients are able to select multiple timeslots to get added to the waitlist for, in much the same way as multiple appointment booking.
After they select a timeslot to get added to the waitlist for, they will get taken to the Your Information panel as per usual -
As soon as they save their information, a new panel will appear saying that they are now on the waitlist -
You and the client will each receive a notification that they have been added to the waitlist for the class.
If you would like to see which clients have been added to the different waitlists on your account, you'll want to navigate to Appointments > Appointment Lists > Wait List -
Once you have determined the Date Range by clicking in the field shown with the red arrow below, you will the be able to see a list of all your clients who have been added to the waitlist -
If you click on the button to the right of the Print button, a dropdown menu will appear where you can determine which fields you would like to display in the Wait List appointment list -
Now let's take a look at one of the clients who got added to the waitlist for a class session. Click on the + button on the left side of the name to see more information and/or create an appointment -
After the waitlist entry has been expanded, you'll notice the Create Appointment button. In order to create an appointment for this client, another client must first cancel their appointment scheduled at this time.
Clicking on this button will take you to the Add New Appointment screen, where the Location, Staff, Service & Class, Client and date and time are already populated. To see which timeslots are now open during the selected time, the client can click on the List of Times button -
When you are ready to add the new appointment, you'll need to click on the green Save Appointment button.
If an appointment gets cancelled, you have 3 ways of inviting clients in the waitlist to book an appointment -
Turn on the Auto Invite Wait List Registrants when Clients Cancel/Reschedule setting under Settings > Wait List
Turn on the Auto Invite Wait List Registrants when Staff Cancel/Reschedule setting under Settings > Wait List
Manually send an invitation to a client
If you opt to turn on 1 of the Auto Invite Wait List Registrants settings, the system will automatically send an email to any clients added to the waitlist for that specific time and date asking them to book an appointment. If this option has not been selected, you can manually book an appointment for a client is a time slot become available.
Manually Add Clients to Waitlist
Not only do client have the option to join the waitlist for a class session or service through the Client Scheduler, but you can also add them from the Backoffice.
First go to the Appointments page, click on Add Appointment and then select Add Waitlist Registrant -
On the next page you will need to select a the characteristics of the appointment you would like to add a client to the waitlist for -
On the calendar you will see the dates with appointments that can have a waitlist highlighted, and from the list of times that appear below the calendar you can select the timeslot you'd like to add a client to the waitlist for. Once you've selected the time slots you want, click on the green Save Wait List button and you will be taken to the regular appointment creation flow.