How do I use the Waitlist?
The Waitlist is a list that customers can add themselves to, if their preferred appointment time is not available.
TO ENABLE THE WAITLIST:
To enable the waitlist, please click Online Booking > Settings, then select the Allow Waitlist checkbox.
Select a Waitlist Mode. This relates to what happens when a waitlisted time slot becomes 'Available':
|None||Nothing happens. Status changes to 'Available', but no notifications are sent to the business or the customer.|
|Manually Notify Customers (internal notification)||Status changes to 'Available'. An internal alert will notify the business. An option will appear to manually notify the customer.|
|Automatically Notify Customers||Status changes to 'Available'. The customer will automatically be notified via email with the option to book the appointment.|
Examples of how these notifications appear are available at the bottom of this help guide.
ADDING TO WAITLIST ONLINE:
Customers can either add themselves to the waitlist via online booking by clicking the Add to Waitlist button on the mini-site, after searching appointment availability:
The customer is able to select suitable dates and times:
ADDING TO WAITLIST INTERNALLY:
You can also add customers to the waitlist internally via the 'New Reservation' process [How do I create a new Reservation?]
Click Waitlist when you reach the Availability screen (this button will display even if there is plenty of availability):
Complete the required fields:
|Start Date||Enter the start of the date range of the customer availability|
|End Date||Enter the end of the date range of the customer availability|
|Send Email||Select this checkbox to send the customer an email notifying them that they have been added to the waitlist|
|Day||Select checkbox against the day/s of customer availability Enter a Start Time of the customer availability Enter an End Time of customer availability|
VIEWING THE WAITLIST:
If you have customers on the waitlist, a Waitlist button will appear on your 'Bookings' screen
The Waitlist will also appear on your Dashboard, underneath Today's Roster:
Click the Waitlist button to open the Waitlist
The Waiting List screen will appear:
To delete a customer off the waitlist, click the [x]
To change the order of the waitlist, use the Re-order, button to drag and drop
If there is no availability for the customers' required time, the status will appear as Waiting
WHEN A WAITLISTED TIME BECOMES AVAILABLE:
Your Waitlist Mode (explained above), specifies who is alerted when a waitlisted time becomes available.
If there is availability for the customers' required time, the status will appear as Available
To notify a customer that their waitlisted time has become available, click
(This happens automatically when using the Automatically Notify Customers Mode)
When there is availability, you can click the Availability icon against the relevant entry, to view the availability list
Click Select against the required time slot
Then click Confirm to confirm the Reservation
At this point, you can also click the Notify Customer button to send the customer an email letting them know that their waitlisted time has become available.
A customer who has been alerted about their waitlisted time becoming available, can book themselves in for that time online: