What the waitlist does
When a client opens your booking page and picks a day where every time is taken, they used to hit a dead end. Now full days stay selectable (dashed in the date picker) and show a small form: Notify me if a time opens up. The client leaves their name and email and joins the waitlist for that coach on that day. Days you are closed are not offered — nothing can free up on them.
The moment a time on that day frees up — a client cancels, you cancel or decline a request, or an unpaid booking expires — the first person waiting is emailed the open times with a link straight to that day on your booking page. Nothing is held for them: the opening stays bookable by anyone, and the waitlist only decides who hears about it first.
Good to know
Each waitlist is for one coach on one day. A client who wants two different days joins twice, and each day has its own queue.
Who gets told, and when
Offers go out one person at a time, in the order people joined:
- The first in line gets an email (and a text message, if you have SMS enabled and they left a phone number) with the day's open times.
- They have a two-hour head start — or until the opening starts, whichever comes first.
- If they have not booked by then, the next person in line is told the same way.
Someone who lets an offer lapse moves to the back of the queue rather than blocking everyone behind them, and after three lapsed offers they are taken off the list. When a client books a time inside their day, their waitlist entry is marked as claimed automatically.
The email is a normal notification template, so you can reword it under Settings → Emails ("Waitlist: Time Opened Up" and "Waitlist Joined"). Keep the booking link in the offer — it is the only way the client gets to the day.
The Waitlist tab
The Waitlist tab under Bookings lists everyone currently waiting, soonest day first, with their position in the queue and whether they have an offer out right now. Two actions per row:
- Send today's openings — email that client the day's current open times right away, ahead of the queue. Useful when you know exactly who you want to fill an hour with. It only works when the day actually has an open time, and while nobody else on that day has an offer out — one client at a time is what keeps two people from racing for the same hour.
- Remove — take them off the list. They are not told; use it when a client has asked you directly or booked elsewhere.
Clicking a client's name opens their profile under Clients, where the waitlist emails also appear in their message history.
Tip
The waitlist works best when your cancellation window is honest. A client who cancels the morning of their session frees a time that someone else can still use — that is exactly the case the waitlist was built for.
Leaving the list
Every waitlist email carries a Leave the waitlist link. Following it shows the client what they are waiting for and asks them to confirm, so an email preview or a security scanner cannot remove anyone by accident. Entries also close on their own once the day has passed.