Documentation

Settings -> General -> Waiting List

Waiting list with automatic notifications

When the waiting list is activated in the Booking Service, customers can put themselves on the waiting list for times that are already fully booked. If a time becomes available, the system will automatically assign the space to the customer who has been on the waiting list the longest. The customer will then be notified that they have been given a space.

Important points:

• Automatic allocation: Available seats are automatically given to the first customer on the waiting list when a booking is canceled, declined, deleted, or set to “not taken”.
• Notification: The customer who is assigned the space will automatically receive a notification via email or SMS with all the details.
• Warning: When staff makes a booking available, a warning appears stating that the next customer on the waiting list will automatically receive the offer.
• Overview: Even if the waitlist is deactivated, the waitlist status of existing bookings in the system is retained.

Workflow and notifications

The system has a ready-made workflow for notifying both customers and staff, which is enabled by default. These workflows can be edited, or you can create your own workflows if you want customizations. Everything is automatic – the system assigns and notifies the right customer, without you having to do anything manually. You can customize the notifications under “Workflow” if you need your own messages or routines.

How to activate Waiting List

• Click on "Settings" in the menu.
• Click on "General", then "Waiting list".
• Select "Activated" on the Waiting List. Waiting List will ask for some criteria to work, please follow these before activating.

Workflow for staff and customers with waiting list

• To set up an email or SMS notification for staff and customers when a time slot becomes available, do the following.
• Click on "Workflow" in the main menu.
• Click on "Create Workflow".
• Fill in your name. (For internal use).
• Under "When this happens" select: Time is available.
• Under "Do this" select: Send Email or Send SMS message.
• Click "Create".
• You can associate this workflow with only selected Services, Locations, or Options by clicking "Change" under "When". 
• Under "Do this", set up the email or SMS. The recipient should be "Alternative" and "Customer". Remember to save when you are finished.
• Completed. This workflow will be triggered automatically when a time slot becomes available for a customer who is on the waiting list. This is triggered by a previous customer canceling their booking.