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How do I use the appointment waitlist?
How do I use the appointment waitlist?

Waitlist for services, service wait list, create waitlist

Travis Truax avatar
Written by Travis Truax
Updated over a week ago

The waitlist feature for service-based appointments allows you to easily fill in any gaps in your schedule where someone might cancel or if a client is looking for their ideal time. Your waitlist is right there for you on the Calendar page or on the Dashboard, making it handy to add someone to the list or get them booked! 🙌

Additionally, once enabled, clients can add themselves to the appointment waitlist while walking through the online booking workflow,* freeing up time in your busy schedule.

Jump to a section in this article:

Enabling the waitlist

First, to get the waitlist up and running, you'll want to have the Unlimited Plan enabled. Then, you can head over to the Policies area to turn on the waitlist:

  1. From Settings, select the "Policies" tile

  2. Click into "Appointment Policies"

  3. Toggle the Service Waitlist to "on"

  4. If you want clients to add themselves to the waitlist, toggle the 2nd slider to "on"

  5. You have the option to hold spots for clients on your waitlist - 3rd slider. This means if a bookable spot is available to a waitlist client, up to 10 spots could be held. Clients booking online won't be able to book these spots. Pro Tip: CX Rockstars often recommend leaving this toggle off 💡

  6. Once done, click "Save"

Adding a client to the waitlist

When adding a client's request to the waitlist, you'll be able to:

  • Choose whether to send the client a confirmation for their waitlist request

  • Select what services the client would like to come in for and what provider they'd like to see—or pick Any Available Provider

  • Choose how long the client would like to remain on the waitlist (7 days, 30 days, or a specific date up to 90 days in the future)

  • Select the days of the week, and times of day that work best for the client

  • Add any important notes!

Here are the steps to get someone added! 👇

  1. Head to the Calendar or Dashboard page

  2. Click the Waitlist icon in the upper right corner (screenshot above)

  3. Choose "Add to Waitlist"

  4. Fill in your details, and be sure to hit "Save to Waitlist" at the bottom

Managing your waitlist

Once you have a client on your waitlist, Schedulicity will keep an eye on your schedule. We'll automatically match up waitlist requests with open slots in your calendar that fit the client's criteria. If the 3rd toggle is enabled, we'll reserve up to 10 slots per waitlist request and prevent other clients from booking those time slots so folks on the waitlist can get first dibs! If you'd rather leave those spots open for clients booking online, you can adjust that in the waitlist settings.

🔴 You'll get a red notification alert on the waitlist icon when a match/bookable request is available. Be on the lookout for that, from there it's just a few clicks to book your client. Check it out:

  1. Head back over to the Calendar or Dashboard page

  2. Click the Waitlist icon in the upper right corner, and choose "Manage Waitlist"

  3. To look at available time slots for a client, click on their name. ❗Before booking the spot for your client, we advise checking in to see if the timing works

  4. Once confirmed with your client, select the date and time you'd like to book

  5. Click the "Book It" button

At this time the waitlist won't automatically message clients when they have a bookable spot. With that you will want to reach out to clients. We hope to grow this feature in the future.

Provider Waitlist Notifications

When a client adds themselves to the waitlist and chooses a specific provider, the provider will get an email notifying them of that waitlist request.

When you as a business adds the waitlist request, you can choose if you'd like that email notification to be sent 🎉

Editing a client's waitlist info

If you need to make adjustments to any of the criteria for a client on the waitlist, such as the available times, we make that simple as well!

  1. Head back over to the Calendar or Dashboard page

  2. Click the Waitlist icon in the upper right corner (screenshot above)

  3. Choose "Manage Waitlist"

  4. Select the "Waiting for Match" tab

  5. Click the three vertical dots to the right of the client's name and choose "Edit"

  6. Make your adjustments, and be sure to hit "Update" along the bottom

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