The waitlist lets customers register their interest when your timeslots are fully booked. When a cancellation opens a spot, the app automatically notifies waitlisted customers so they can claim it before you lose the booking entirely.
The waitlist is a Pro Plus feature. If you're on a lower plan, you'll see an upgrade prompt when you navigate to the Waitlist page.
Enabling the waitlist for a service
Waitlist settings live on each service individually, so you can turn it on for busy services while leaving it off for others.
- Go to Dashboard > Show all events and click Edit on the service you want to configure.
- On the service settings page, scroll to the Availability tab.
- Find the Waitlist section and choose one of the three options:
- Any time — the waitlist form always appears alongside the booking calendar, even when spots are still available.
- Only when a day is fully booked — the waitlist form appears only on days where no timeslots remain.
- Never — the waitlist is disabled for this service.
- Click Save.
How customers join the waitlist
When the waitlist is active and a customer lands on a fully booked day, the booking calendar is replaced (or accompanied) by a short form. The customer fills in their name, email, and preferred time, then submits. They receive a confirmation email immediately letting them know they're on the list.
The form captures:
- Name and email — used to contact the customer when a spot opens.
- Preferred date — pre-filled from the date they selected in the calendar.
- Preferred time — chosen from the available timeslots for that day.
Automatic notification when a spot opens
When a customer cancels or reschedules a booking, the app checks whether anyone on the waitlist requested a similar time. If there's a match and a spot is now available, the app automatically sends a waitlist notification email to the next customer in line (ordered by sign-up time — first in, first out).
The notification email includes:
- The service name and their preferred date and time.
- A Book Now button that links directly to the booking page so they can complete their reservation.
You do not need to take any action — the notification is sent automatically.
If a customer on the waitlist books successfully, their waitlist entry is automatically marked as Booked and they won't receive further notifications for that slot.
Managing the waitlist from the dashboard
Go to Waitlist in the top navigation to see all current waitlist entries across your services.
Each entry shows:
- Customer name and email
- Service they're waiting for
- Preferred date and time
- Status: Waiting, Messaged, Booked, or Expired
Filtering and searching
Use the filters at the top of the table to narrow entries by service, status, or date range. You can also search by customer name or email.
Sending a manual message
If you want to reach out to a specific customer — for example, to offer them a different time — click the Send Message button on their row. This opens a message composer where you can write a custom note. The customer receives a branded email with your message and a link back to your booking page.
Waitlist entry statuses
| Status | Meaning |
|---|---|
| Waiting | Customer is on the list and has not been contacted yet |
| Messaged | The app or you sent a notification about an available spot |
| Booked | The customer completed a booking after being on the waitlist |
| Expired | The preferred time passed without the customer booking |
What the customer experience looks like
- Customer visits a product page and finds the day they want is fully booked.
- They see the Join Waitlist form and submit their details.
- They receive a confirmation email: "You've been added to our waitlist."
- When a cancellation opens a matching spot, they receive a second email with a Book Now button.
- They click the link, select their time, and complete checkout as normal.