Using the Waitlist

A fully booked day is a good problem to have — but you don't want to lose a client because there's no opening. That's where the waitlist comes in. Add clients who want an appointment, and when a slot opens up, you can notify them with one click.

Adding a client to the waitlist

1. Go to Bookings and click the Waitlist tab.
2. Click Add to waitlist.
3. Fill in the details:
   • Client — Search for the client by name.
   • Service — What treatment they're looking for.
   • Preferred staff member — Optional, if they have a preference.
   • Preferred date — Roughly when they'd like to come in.
   • Notes — Anything else worth noting (for example, "only available in the morning").
4. Click Save.

The client receives an email confirming they've been added to the waitlist.

Waitlist statuses

Every waitlist entry has a status so you know exactly where things stand:

Notifying a client when a slot opens

When someone cancels an appointment or you have a last-minute opening:

1. Go to the Waitlist tab.
2. Find the client who would be a good fit for the open slot.
3. Click Notify client.
4. The client receives an email with a link to book the available time.
5. The entry status changes to Contacted.

If the client books through the link, the waitlist entry automatically updates to Booked. If they don't respond, the status stays on "Contacted" and you can follow up manually or mark it as "Cancelled."

Managing your waitlist

To update a waitlist entry at any time:

1. Click on the entry in the waitlist.
2. Change the status, update notes, or adjust preferences.
3. Click Save.

Keeping it tidy

Review your waitlist regularly and cancel entries for clients who have been waiting too long or found an appointment elsewhere. A clean waitlist helps you respond quickly when openings appear.

Looking for more ways to manage your schedule? Check out Managing Appointments or set up Online Bookings.