What is the Waitlist?

The Waitlist addon ensures that you don't lose any interested customers even when classes are fully booked. Instead of an error message, customers can join the waitlist. As soon as someone cancels, the next person moves up automatically – without any manual intervention from you.

The system works on the FIFO principle (First In, First Out): whoever joins the waitlist first gets the next available spot.

The addon is useful for:

• Popular classes that fill up quickly
• Classes with limited capacity (e.g. personal training, small workshops)
• Studios that want to better gauge demand – the waitlist shows you how great the actual interest really is

Activation

Cancellable monthly.

Note: The waitlist is active for all classes in your studio after activation. You can disable it per class under Class Settings → Waitlist if it is not wanted for individual classes.

How Customers Join the Waitlist

When a class is fully booked, the booking button on the class page changes automatically.

Tip: Actively mention the waitlist in your communication, e.g. on social media or in the studio. Many customers don't know this option exists – and look for alternatives instead.

Automatic Advancement on Cancellation

As soon as a participant cancels their spot, the following happens automatically:

Time Window for Acceptance

The time window in which an advancing customer must accept their spot is 24 hours by default. You can adjust this:

• Go to Admin → Settings → Waitlist
• Change the value under "Acceptance deadline after advancement"
• Possible values: 1 hour to 72 hours

Tip: For classes only a few days away, a shorter time window is recommended (e.g. 4–8 hours) so the spot doesn't remain vacant for long.

What Happens if Nobody Advances?

If all people on the waitlist decline or don't respond, the spot remains free. You can then assign the spot manually or leave it open for spontaneous walk-ins.

Email Notifications

The system automatically sends the following emails:

Tip: Customize the email templates for the waitlist under Admin → Settings → Email Templates. Use a friendly, inviting tone – customers are excited when a spot opens up and should act quickly.

Waitlist Overview in the Admin Dashboard

You have a complete overview of all waitlists in your studio at any time.

Waitlist per Session

Here you can see:

• All people on the waitlist in the correct order
• Timestamp for when each person registered
• Status: waiting, invited (deadline running), expired

Global Waitlist Overview

Under Admin → Bookings → Waitlists you can see all active waitlists for all classes at a glance.

You can:

• Manually remove people from the waitlist
• Adjust the order in exceptional cases
• Manually book people directly (bypassing the waitlist)

Note: Manually adjusting the waitlist order should be the exception. The FIFO principle builds trust with your customers – everyone knows it's fair.

Limiting Waitlist Spots

You can set how many people can join the waitlist for a session at most.

• Go to Admin → Settings → Waitlist
• Set "Maximum waitlist size"
• Default: unlimited

Why limit it? If 30 people are on the waitlist for a 10-spot class, the later positions will statistically never advance. Limiting to 2–3 times the class capacity makes sense.

Consider Cancellation Deadlines

The waitlist works best in combination with clear cancellation deadlines.

If customers can cancel for free right up until the class starts, the following happens:

• Many last-minute cancellations just before the session
• Advancing customers barely have time to accept the spot
• Spots remain vacant

Recommendation:

• Set a cancellation deadline of 24–48 hours before the session
• After the deadline: no more free cancellations
• This reduces last-minute drop-outs and makes the waitlist more reliable

Configure cancellation deadlines under Admin → Settings → Booking Rules.

Tip: Communicate the cancellation deadline clearly in the booking confirmation and on the class page. Customers who know they cannot cancel for free at the last minute book more deliberately – and cancel less often.

Combination with Other Addons

The waitlist works well together with:

• Group Booking – when a group cancels and multiple spots open up, the waitlist advances accordingly
• Check-in System – no-shows are recorded; you can specifically encourage customers with a high no-show rate to make more consistent use of the cancellation feature

Frequently Asked Questions

Can a customer check their position on the waitlist themselves? Yes. In the customer dashboard under My Bookings → Waitlists, every customer can see their current position.

What happens if a class is cancelled that has a waitlist? All people on the waitlist automatically receive a cancellation email. Existing bookings for the class are also handled according to the usual cancellation rules.

Can I book a customer directly from the waitlist without using the advancement system? Yes. In the admin waitlist overview you can manually book any customer directly.

Is the waitlist also shown in capacity planning? Yes. In the class overview you can see both the booking utilization and the number of people on the waitlist. This helps you decide whether it makes sense to offer an additional session.

What happens if I deactivate the addon? Existing waitlists remain intact, but new customers can no longer join waitlists. People already registered will still advance as long as entries remain.