Adding Clients to the Class Waitlist In-store

If a class session is fully booked, you can easily add interested clients to a waitlist. When a scheduled attendee cancels or reschedules, the system automatically notifies those on the waitlist that a seat has become available, ensuring they can book the session promptly.

Benefits of using the waitlist:

• Fill last-minute openings: Keep your classes full even when cancellations occur.
• Maximize class revenue: Ensure every available spot is a paid spot.
• Prevent overbooking: Manage demand smoothly without exceeding your capacity limits.

Things to know:

• In order to utilize the class waitlist feature, ensure the following settings are configured:
• Access Control: Staff must have the Schedule Classes/Events permission set to Edit.
• Hidden Settings: Contact your account manager or the support team to enable the "Enable Client Waitlisting" and "Enable Client Waitlist for Classes on Scheduler" hidden settings.
• Class-Level Setting: The "Enable Waitlisting" toggle must be turned ON inside each individual class modal (it is OFF by default). You can enable it when scheduling a class or at any time after the class has been created.
  
• The "Join Waitlist" option will only appear on the class roster once the class reaches full capacity.
• When a seat becomes available, the system automatically sends a “Class Session Available” notification to clients on the waitlist. Learn more here.
• When clients click Book Now, they are redirected to your booking widget. Note: Once redirected, clients can view and book any available class session, not only the specific session they originally joined the waitlist for.

Contents

• Adding a Client to a Class Waitlist
• Viewing and Managing the Class Waitlist

Adding a Client to a Class Waitlist

1. Navigate to the Schedule
2. Locate the class or event on the calendar
3. Click on the class/event
4. Select the View Attendees button. This will open the current roster for that session
5. Once the roster is open, click the "Join Waitlist" button (usually located near the top or bottom of the attendee list)
6. Identify the Client
   • Existing Client: Type the client's name into the search field
   • New Client: Click the Add Icon (plus sign) on the right-hand side to create a new profile
7. From the dropdown menu, select the appropriate Attendee Type 
8. The client will now appear on the waitlist for that specific session.

Viewing and Managing the Class Waitlist

Once clients are on the waitlist, you can easily track their status, message them, or move them into an open spot. Follow this guide to navigate the waitlist modal and keep your classes at peak capacity.

1. Navigate to the schedule
2. Locate the "Open Waitlist" button on the left below the calendar
3. The waitlist modal provides several ways to manage your list effectively:
   • Find & Filter: Use the search bar to find a specific client by name. You can also filter by date to see entries for a specific range or sort by time to prioritize the most immediate sessions.
   • Review Client Details: Click on a client’s name to view their full profile. Here, you can verify the class name, assigned staff member, attendee type, and the exact date they joined the list.
   • Identify Openings: Look for a green dot next to the class time. This visual indicator signals that a seat has officially become available for that session, and you can now move a waitlisted client into the class.
   • Book a Client: Click "Book" to open the class roster. The "Add Attendee" window will appear with the client's info pre-filled. Click Add to confirm their spot.
   • Contact Client: Click the message icon to reach out via the Communicator
   • Remove Entry: Click the "X" to remove a client from the waitlist.
4. When you are finished managing your entries, click the "Close" button to return to the main schedule.

For more information, contact us at support@mytime.com or (385) 233-6964.    

Related Articles:

Class Waitlist Online

Configure Class Session Available Notification

Creating Classes/Events

Scheduling Classes/Events

Scheduling Classes/Events on Scheduler App

Adding Attendees to Classes/Events