1. Client Finds No Availability
When browsing your booking page, the client sees "No available time slots" for their desired date/time.
2. Joins Waitlist
System offers to add them to a waitlist. Client enters their contact information and preferences.
3. Waitlist Confirmation
Client receives email confirmation that they're on the waitlist.
4. Spot Opens Up
Another client cancels, or you add availability. A time slot matching their preferences becomes available.
5. You Contact the Client
Check your Waitlist tab, see who matches the available slot, and manually contact them via email or phone.
6. Create the Appointment
Once they confirm, manually create an appointment in your Calendar. They're automatically removed from the waitlist.
📅 Fully Booked Days
Popular time slots (weekends, evenings) fill up quickly. Waitlists capture demand for cancellations.
👥 Group Events at Capacity
When a class or workshop reaches max capacity, additional clients can join the waitlist.
🚀 High-Demand Services
New services or popular specialists with limited availability benefit from waitlists.
📈 Demand Insights
See which times/services have highest waitlist demand to optimize your schedule.
When a client encounters no availability:
1. Client sees this message:
"No available time slots for the selected date."
Button: "Join the Waitlist"
2. Client fills out form:
• First Name (required)
• Last Name (required)
• Email (required)
• Phone Number (optional)
• Additional Notes (optional)
After joining the waitlist:
1. Client Waits
The client is added to your Waitlist tab.
2. You Contact Them
When a matching spot opens up, you manually reach out via email or phone to let them know.
3. Appointment Created
If they confirm, you create the appointment in your Calendar, and they receive a booking confirmation email.
To see all waitlist entries:
Go to the Waitlist tab
View all clients on waitlists, grouped by service
Filter by date range, service, or specialist
Each waitlist entry shows:
👤 Client name and contact info
🗓️ Desired service and date/time preferences
⏰ When they joined the waitlist
📊 Their position in the queue
💬 Any notes they provided
📞 Contact Manually
Click on a waitlist entry to see contact details. Call or email them directly to arrange an appointment.
🗑️ Remove from Waitlist
If someone no longer needs an appointment, remove them manually. They'll receive a notification.
📅 Create Appointment Directly
If you add availability, manually create an appointment for a waitlisted client and they'll be removed from the waitlist automatically.
When a spot opens up, you need to manually contact waitlist clients. The system does not automatically notify them.
1️⃣ Check Your Waitlist Tab
Go to the Waitlist tab in your admin dashboard to see all pending requests.
2️⃣ Review Client Details
Each entry shows: Client name, email, phone number, preferred dates, and requested services.
3️⃣ Contact the Client
Email or call the client directly using the contact information displayed. Inform them a spot is available.
4️⃣ Create the Appointment
Once they confirm, manually create an appointment for them in the Calendar. The system will automatically remove them from the waitlist.
5️⃣ Remove if No Longer Needed
If a client no longer wants an appointment, click the delete button to remove them from the waitlist manually.
Learn about managing appointments and availability
Waitlists work great for full group events
Customize waitlist notification emails