Waitlist: A complete guide

The waitlist feature in Bookee allows you to add customers to the waitlist and automate the booking once the slot becomes available

In this article, we will be showing you how you can setup, add and book customers from the waitlist

To get started, follow the below steps once you are logged into your location

1. Enabling the waitlist

2. Waitlist - Adding and Booking a customer from CRM

   1. Adding from business calendar

   2. Manually book customer from the waitlist

3. How customers can join the waitlist

   1. From the website

   2. From the customer app

   3. Booking customer from the waitlist based on settings

Enabling The Waitlist Settings

At the Center Level, navigate to Settings > General Settings > Bookings > Classes

1. Under Waitlist enable the check for Waitlist

2. Once you enable the check you can choose one of the below options

   • Inform Everyone - This option notifies all the customers on the waitlist when a slot becomes available and the first person to confirm the slot will be booked for that class

   • Automatically Book - This option automatically books the first customer that has been added to the waitlist when a slot becomes available.

Note - Automatic Booking happens if the slot becomes available before the specified time in this setting. Else, it notifies all the customers on the waitlist, and the first customer to confirm on the slot will be booked

1. Maximum Waiting Spots - In this setting, you can select the number of waitlist slots you want to allow for a full class.

2. Waitlist Removal Window - In Bookee when a customer is added to the waitlist a credit is deducted to make that booking. In this setting, you will be able to select the window in which you want to return that credit to the customer who is still on the waitlist once the class has been completed.

Adding Customers To Waitlist

Once you have enabled the waitlist settings the Add To Waitlist option for the classes will be available for fully booked classes.

There are two options to add customers to the waitlist which are listed below

1. The Front Desk can add customers from the business calendar

2. Customers can add themselves to the waitlist from the Mobile Application/Website

Adding customers from the business calendar

1. At the Calendar Module > Click on the class to which you want to add the waitlist customer

2. On the right-hand side, you will see an option called + Add to Waitlist > Click on it and add the customer details and select the pack/membership they want to redeem the class from and the customer will be added to the waitlist

Customer adding themselves to the waitlist

1. Once the customer logins to the mobile application > Click on View Classes

2. If the class they are looking for is fully booked they will be able to see the status as waitlist > They can click on that class and add themselves to the waitlist by clicking on Join Waitlist and selecting the credit/membership pack they want to redeem the class from

Booking Customers From The Waitlist

Once the customer is added to the waitlist and a spot opens up, based on the settings you have selected while setting up this feature the system will book the customers. Below are the different ways you can book the customer from the waitlist

1. Inform all customers on the waitlist regarding the open slot

2. Automatically book the first customer added to the waitlist based on when the class is going to start

3. Manually add customers from the waitlist to the class

Inform the customers on the waitlist about the open slot

When the slot in the class opens up, all the customers on the waitlist will be notified via Email/SMS/Push Notification. The first person to click on the link in the email to confirm the slot will be booked for the class

If another customer tries to click on the link after the spot is filled they will be notified that the slot has been reserved

Automatically book customer when the slot opens up

If any customer cancels their booking for the class, automatically the first customer on the waitlist will be booked to the class. In case, where the start time of the class falls in the window that has been setup in the settings then all the customers on the waitlist will be informed and the first customer to confirm on the link will be booked for the class.

Manually add customers to the waitlist

In a case where a slot opens up and you want to add a customer manually from the waitlist, you can follow the below steps

Go to the Waitlisted page > Click on the arrow beside the customer you want to add and select Move to Booked

Note - You will be able to manually add customer only when the inform everyone on the waitlist setting is enabled or if the class start time falls in the window that is setup in the automatically book setting