Waitlist
The waitlist allows customers to register for fully booked courses and automatically move up when a spot becomes available.
How does the waitlist work?
Process
- Course is full (all spots taken)
- Customer still wants to book
- Customer is added to the waitlist
- When a cancellation occurs, the first person automatically moves up
- Customer is notified by email
- Credits are only deducted when the customer moves up
Automatic advancement
The system automatically checks:
- Does the customer still have enough credits?
- Does the customer have no other bookings at the same time?
- If yes: Automatic booking
Activating the waitlist
Globally for all courses
- Go to Settings → Bookings
- Enable Activate waitlist globally
- Save
Per course
- Open a course
- Go to Options
- Enable Waitlist for this course
- Save
Note: Course setting overrides global setting.
Waitlist settings
Maximum waitlist spots
- Limit the waitlist (e.g. max. 5 people)
- Prevents unrealistic queues
- Default: Unlimited
Automatic advancement
- Enabled: Customers are automatically booked
- Disabled: Customers are only notified
Notification time
- How much time does the customer have to respond?
- Example: "2 hours" - then the spot goes to the next person
- Only relevant when auto-advancement is disabled
Managing the waitlist
Viewing the waitlist
- Open a course session
- Select the Waitlist tab
- You'll see all waiting customers
Information per entry
| Field | Description |
|---|---|
| Position | Place on the waitlist |
| Customer | Name and email |
| Registered on | Date/time of registration |
| Credits available | Has enough credits? |
Manual actions
Booking a customer manually
You can book someone from the waitlist directly:
- Open the waitlist
- Click on a customer
- Select Book directly
- Confirm (overrides capacity)
Removing a customer from the waitlist
- Open the waitlist
- Click on a customer
- Select Remove from waitlist
- Optionally enter a reason
Changing the order
The order is based on registration time. You can:
- Select a customer
- Move Up or Down
- Save change
Advancement in detail
When a spot becomes available
The system automatically checks:
- Who is first on the waitlist?
- Does this person have enough credits?
- Yes → Continue to step 3
- No → Check next person
- Does this person have a time conflict?
- No → Book
- Yes → Check next person
- Create booking and notify
Credits check
When advancing, the system checks:
- Are sufficient credits available?
- Are the credits still valid?
- If not: Next person
Email notifications
Added to waitlist
Customer receives confirmation:
- Course name and session
- Position on the waitlist
- Note about automatic advancement
Advanced and booked
Customer receives:
- Booking confirmation
- Course details
- Credit deduction confirmation
Spot no longer available
If the customer could not be booked:
- Info about missed spot
- Reason (no credits, time conflict)
- Hint about upcoming sessions
Customer view
Joining the waitlist
When a course is full:
- Customer clicks Book
- Notice: "Course is full"
- Option: Join waitlist
- Confirmation of waitlist position
Leaving the waitlist
Customers can remove themselves:
- Open My bookings
- Waitlist entries are shown separately
- Click Remove from waitlist
- Confirm
Special cases
Multiple cancellations at the same time
When multiple spots become available:
- System processes waitlist in order
- Multiple customers can advance simultaneously
- Each receives an individual notification
Shortly before course start
- Waitlist remains active until booking cutoff
- After booking cutoff: No more advancement
- Remaining waitlist is cleared after course ends
Trainer-bound credits
With trainer-bound credits:
- System checks whether credits match the session trainer
- If not: Next person is checked
Best practices
Realistic capacities
- Set realistic limits
- Not too many waitlist spots
- 3-5 spots are usually sensible
Communication
- Explain the waitlist to customers
- Set expectations correctly
- Waitlist does not equal a guaranteed spot
Monitoring
- Regularly check long waitlists
- Consider additional sessions
- Popular courses = more supply?
FAQ about the waitlist
Are credits deducted immediately?
No. Credits are only deducted when the customer is actually booked (i.e. advances from the waitlist).
What happens if credits are insufficient?
The customer is skipped and the next person on the waitlist is checked.
Can I disable the waitlist for a session?
Yes, in the session settings you can disable the waitlist for individual sessions.
How many people can be on the waitlist?
Unlimited by default. You can set a maximum in the settings.