Table of Contents
Activate the waitlist
The waitlist is activated per product. Go to Products → Rebooking and enable the waitlist.
There are two settings that determine whether customers are able to sign up to the waitlist and at what point this is possible.
Booking Time Margin
If the booking buffer time has passed, the waitlist will no longer be available.
Allow booking after start time
If booking is allowed after the start time, the waitlist cannot be used.
Waitlist settings
To allow you, as an administrator, to manage how the waitlist functions, the following settings are available:
Show or hide the number of people on the waitlist
Choose whether customers should be able to see how many people are already in the queue.
Waiting time before the next notification
Decide how long to wait before notifying the next person in the queue that a space has become available. The customer’s position on the waitlist determines who receives the email notification first.
Close sign‑ups before the start time
Set a time buffer that defines how long the waitlist remains open before the start time. Once the specified time before the start has passed, the waitlist will automatically close and no further sign‑ups will be accepted.
How notifications are handled
The system sends an email to the first person on the waitlist whose booking request matches the number of available spaces.
Example:
Person 1 wants to book 3 spaces
Person 2 wants to book 2 spaces
If 2 spaces become available, Person 2 will receive the email notification first.
If several spaces become available at the same time and everyone on the waitlist is able to book, emails will be sent to all affected customers simultaneously even if you, as an administrator, have set a time buffer for notifications.
Other customers can still book the available spaces
Released spaces can also be booked by customers outside the waitlist, for example via a widget on your website. Places are always allocated on a first‑come, first‑served basis.
Waitlist overview for administrators
As an administrator, you have a full overview of the waitlist under Availability in the left‑hand menu. Depending on what you want to review, you can view either a general waitlist or the waitlist for a specific start time.
General waitlist
Here you as admin can see all customers currently on the waitlist, regardless of product.
You can filter by:
Start time
Product
Status
Email
Specific start time
This is displayed via an icon showing the number of people in the queue for each start time.
Waitlist statuses
Status | Meaning |
Notified | The customer has received an email informing them that a space is available. |
Waiting | The customer is waiting for a space that matches their requested number. |
Booked | The customer has successfully booked via the waitlist. |
Cancelled | The customer has deregistered via the confirmation email. |
Signing up to the waitlist
In the widget, customers will see the message “Can’t find a time that suits you? Join the waitlist”, giving them the option to sign up to the waitlist.
The customer fills in:
Desired number of spaces
Email address
An email is sent immediately to confirm the customer’s place on the waitlist and to explain how the process works.
If the booking buffer time has passed, the waitlist is not available.
When a space becomes available
When the system detects that spaces have become available:
An email is sent to the customer based on the waitlist settings.
The customer is informed that a space is available and the email includes a booking link for the time slot they joined the waitlist for.
The customer must complete the booking and payment in order to secure the space. Places are allocated on a first‑come, first‑served basis.
FAQ
What happens if a customer signs up for several time slots at the same time?
If a customer has signed up for multiple time slots, only one email will be sent for the first time slot that becomes available. If more than 12 hours pass between available slots and the customer has not made a booking, a new email will be sent if additional slots become available.
Can I, as an administrator, remove someone from the waitlist?
Yes. As a staff, you can remove people from the waitlist. Click the binicon next to the person you want to remove and they will be removed from the waitlist.
I want to send a message to someone on the waitlist — how do I do that?
Staff can send messages to customers on the waitlist by clicking “Send message”. This can be done both from a specific start time and from the general waitlist.
Select the email addresses you want to send the message to and write the message the customers should receive.