Use the waitlist to fill freed time
In short
Keep the people who want a time you do not have, in your order. When a booking is cancelled or moved, the waitlist shows the free time with everyone who fits it. You call, then book or move them in.
A cancellation at 14:00 is only lost if nobody hears about it. The waitlist keeps the people who asked for a time you did not have, in your order, and shows them to you the moment a matching time frees up.
Open now
The top of the Waitlist page is Open now. An opening appears there when a booking is cancelled or moved, or an online request expires, and at least one person on the list fits the free time. The specialist and every owner and receptionist also get a "Slot opened" notification that opens it.
- Specialist
- The same one, or none chosen
- Someone waiting with no specialist fits if this specialist does every service they want.
- Length
- All their services fit the gap
- A visit with several services needs them all, back to back.
- Days
- Inside the days they asked for
- An entry with no dates fits any day.
Everyone who fits is listed in your queue order. The first one is marked Next in line, but you can book anyone.
- MondayMaria joins the waitlistColouring, any day this week
- Wednesday 09:10The 14:00 is cancelledBy you, in Google Calendar, or by the client from their link
- Wednesday 09:10Open now shows the free timeMaria is Next in line
- Wednesday 09:15You call, then bookBook, pick 14:00, Book it
Tap the phone next to a name and press Call. That marks them Offered, so a colleague sees "Called, no answer yet" and nobody calls twice. When they say yes, press Book, or Move for someone whose booking waits for another time. Book it creates the appointment with your usual confirmation. Move it moves their booking with the usual updated-time message, and their old time opens for the queue. Your minimum notice for online bookings does not apply here.
An opening closes when someone is booked into it, when something else takes the time, or when the time passes.
Your order is the priority
Each specialist has their own queue, plus Unassigned. New entries go to the bottom. To reorder, pick one specialist (or Unassigned) and drag a card by its handle; dragging is off while the list is filtered. Put at the top is in an entry's ⋯ menu. Owners and receptionists reorder any queue; an employee sees and reorders their own.
Two kinds of entry
- A new visit
The client wants a time you do not have. The entry holds one service or several, in order, and the days that suit them.
- A booking that wants another time
The client is booked but would rather come sooner, or on other days. Choose Wants another time from the appointment's ⋯ menu, or from the action bar on its calendar tile. Pick Sooner or On these dates, then answer whether they can still make the current booking:
- YesThe booking stays. They wait for a better time.
- MaybeThe booking stays, flagged in red. If it is cancelled later, they keep waiting for those days.
- NoThe booking's usual Cancel dialog opens next. If you cancel it, they keep waiting for those days.
The appointment shows the wait under its date, and its list tile says "wants sooner" or "may not make it". If the booking is moved some other way, given to another specialist, or starts, the entry ends. So does cancelling it, unless you answered Maybe or No.
How people join
- From your booking page
When a client picks a full day, they can join with their whole basket, services and packages alike. You get a notification, and the entry carries a blue globe until you open the waitlist.
- From their booking's link
When a client tries to move a booking and the day they want is full, they can join the waitlist for the days they can come. If your shop lets clients cancel, they are asked whether they can still come. "Yes" keeps the booking. "No" also sends you a request: find them a slot, mark that they will come after all, or cancel the booking and keep them waiting. If nobody answers by your cancel-request deadline, the booking is cancelled and they stay on the waitlist.
- By you
Press + on the Waitlist page. The full form opens straight on Waitlist: the client, the specialist if it matters, one or more services (Add another service), optional dates and a note.
Right after a cancellation
When you cancel an appointment and someone fits the freed time, the cancel dialog shows who, first in your order. Book them from there, or press Later: the opening stays under Open now.
What the badge counts
The Waitlist badge counts only what needs you: openings someone fits, plus new joins from clients you have not seen yet. A long queue does not raise it.
Finding and tidying
Filters narrow by status (Active, Fulfilled, Expired, Removed), by day, and by how long you have free. With a filter set, Open now shows only what falls inside it. A client's page has a Waitlist tab, and an appointment's history records when it was put on the list or taken off.
To take someone off, swipe the card or use ⋯, then pick why: Booked another way, No longer needed or Couldn't reach them. Nothing is sent to them.
Entries also expire on their own: once their last day has passed, or, with no dates, once they are older than your booking window.
Clients can join from your booking page while online booking is on, and from their booking's link when they can move their own bookings.
Related
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