Waitlist for fully booked sessions
When a session is full, customers can join the waitlist, provided your studio has activated the Waitlist addon. This page shows what the waitlist looks like for your offerings and sessions. All settings and details are on the Waitlist page.
Use the waitlist for an offering
The waitlist is available as soon as the "Waitlist" addon is active in the Addon Store. Customers can then join for every fully booked session, on the booking page and in the customer app.
In the offering, the Booking rules section also has the Offer a waitlist when fully booked switch. Without the addon it is locked and shows which addon unlocks it. Below it, a sentence says what happens when someone moves up. This comes from your studio's setting at app.bookicorn.net/warteliste-einstellungen:
- Fixed sessions and blocks use the Waitlist for sessions setting.
- Offerings with free time selection use the Waitlist for free time selection setting. On the offering, you can choose an Own rule instead of Same as studio default under Waitlist for free time selection.
Change setting takes you straight to the studio's setting.
See who is waiting for a session
You see who is waiting for a session in the session itself:
- Tap the session in the calendar.
- Open the Waitlist tab.
All waiting people are listed there in their order. With Promote next person, you book in the person who has been waiting the longest.
You find all waitlists of all sessions at a glance under Manager → Waitlist.
Automatic promotion when a spot becomes free
When a spot becomes free because someone cancels or you add more spots, the person who has been waiting the longest moves up automatically. This applies until the session starts.
With the default setting Hold the spot until it is paid:
- Anyone who reserved with credits or booked a free offering is booked right away.
- For paid offerings with online payment, the person receives a payment link and has until the end of the payment deadline. After that, it's the next person's turn.
With Book right away, payment open, the person moving up is always booked right away, and you collect the payment yourself.
Waitlist with free time selection
Offerings with free time selection have no fixed sessions. If a day or period is fully booked, customers join for exactly that day or period, also for offerings booked by the day. For this, Offer a waitlist when fully booked must be switched on in the offering.
When something becomes free, what happens depends on the setting:
- Notify only: everyone waiting for this day gets an email with a link straight to the offering and the time that became free. Whoever books first gets the spot.
- Hold the spot until it is paid: the spot is held for the next person until they pay. The deadline is in the email, in your studio's time zone. Without online payment, a notification goes out instead.
- Book right away with credit: if the credit is enough, the person is booked right away. Otherwise the spot is held and must be paid within the deadline.
How long a held spot is kept is set under Payment deadline.
As soon as someone has been notified or a spot is held, your studio gets a notification. Tap it to open the Days tab under Manager → Waitlist (app.bookicorn.net/warteliste). It lists all entries with Status and Deadline. With Notify and Make offer you notify people yourself, with Remove you take someone off the waitlist. This also works while an offer is running: the held spot is then free again right away.
Release more spots
If you want to take more people from the waitlist, increase the session's spots: in the session under More → Edit, switch on the custom value for Max. participants and enter the new number. As many waiting people then move up automatically as there are free spots.
Frequently asked questions
Does the waitlist move people up automatically? Yes, as soon as a spot becomes free and the session hasn't started yet.
Where can I see who is on the waitlist? In the session in the Waitlist tab, or for all sessions under Manager → Waitlist.
I don't see a waitlist. What's missing? The "Waitlist" addon. Activate it in the Manager under Addon Store.
Can I book someone in from the waitlist even though the session is full? Yes. Under Manager → Waitlist with Move this person up. The Manager asks you to confirm and overbooks the session.
Is there a waitlist for fully booked days? Yes, for offerings with free time selection. Customers join for the day or period. The entries are under Manager → Waitlist in the Days tab.