Users interested in booking onto a full class or event can add themselves to the waiting list, by going through the checkout process for any session at maximum capacity. You also have the option to manually add contacts to the waiting list of a product that is at full capacity, by using the ‘Add to product’ feature.
How to create a waiting list:
- Navigate to Product management > Products
- Select a Product from the left sidebar
- Scroll down and click ‘Waiting lists’
- Choose your Waiting List type (see below) and click ‘Save’
Setting up a general 'Waiting list' subscription
Some organisations choose to maintain a waiting list that isn’t tied to a specific class or schedule. For these, we recommend setting up a separate product to use as a waiting list and manually controlling it. This waiting list has no automatic options and behaves like any other subscription.
When a user visiting your booking site adds this free ‘Waiting list’ subscription to their basket and completes checkout, they will become a contact associated to the product, and can then be added into a class from the Contacts page when a space becomes available.
Waiting list types:
Automatically offer the place to the next person (requires the ‘Waiting list space available’ notification to be enabled):
When a space is available, the first contact on the list will be sent an invite to the product. If they decline the space, the next contact will be invited and so on.
Notify everyone and the first to accept gets the place (requires the ‘Waiting list space available’ notification to be enabled):
When a space is available, all contacts on the waiting list will be contacted and the first to accept (and complete checkout) claims the space.
Manage the waiting list yourself:
Manual waiting lists are fully controlled by the admins with no automatic features. The admin can manually promote and remove members from waiting lists as needed.
How to manage your waiting lists:
Waiting lists are predominantly managed from the Timetable. This is the only part of the system where you can promote contacts from the waiting lists:
- Navigate to the Timetable
- Click on the relevant session then ‘Waiting list’
- Select the relevant contact(s)
- Click ‘Actions’, then:
- Remove from waiting list: Removes the attendee from the waiting list for the session you are viewing
- Promote from waiting list: Adds the contact to the chosen session and invoices them as per the product’s settings
Note: Depending on your billing period, this may charge your contact immediately, so double-check before proceeding.
If the session (or future sessions they may attend) are already at full capacity, promoting will oversubscribe the class. We recommend adjusting the capacity before doing this to accommodate for the new attendee. This can be done from the schedule’s settings.
Viewing waiting list information
You can review all your waiting lists from Product management > Schedules, under the 'Waiting lists' tab. You can view the data by session, by schedules or by attendees. These items can be filtered using the product filter on the left sidebar
You can expand the report with the plus icon (+), to select contacts and delete them from the waiting list they are associated with.