Adding Clients to the Class Waitlist In-store

Modified on Tue, 14 Apr at 9:52 AM

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.
To optimize performance and ensure the schedule runs faster, the waitlist displays 25 clients per page. If you have more than 25 clients waiting, use the pagination controls at the bottom of the list to view additional entries.

Contents

Adding a Client to a Class Waitlist
Viewing and Managing the Class Waitlist
Adding Clients to the Class Waitlist Directly from the Waitlist Modal

Adding a Client to a Class Waitlist

Navigate to the Schedule
Locate the class or event on the calendar
Click on the class/event
Select the View Attendees button. This will open the current roster for that session
Once the roster is open, click the "Join Waitlist" button (usually located near the top or bottom of the attendee list)
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
From the dropdown menu, select the appropriate Attendee Type
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.

Navigate to the schedule
Locate the "Open Waitlist" button on the left below the calendar
The waitlist modal provides several ways to manage your list effectively:
- Search & Filter: Use the search bar to find a client by name. You can also filter by Date Range or sort by Time to prioritize upcoming sessions.
- Add New Entries: Click the "+Add Client to Waitlist" button at the top of the modal to manually add a new person to the list.
- Review Client Details: Click a client’s name to view their profile, including the class name, assigned staff, attendee type, and the date they joined the list.
- Identify Openings: A green dot next to the class time indicates that a seat is available. This signal confirms you can now move a waitlisted client into the active roster.
- Book a Client: Click Book to open the class roster. The "Add Attendee" window will appear with the client's information pre-filled; click Add to confirm their spot.
- Contact Client: Click the message icon to reach out directly via the Communicator.
- Remove Entry: Click the "X" icon to delete a client from the waitlist.
When you are finished managing your entries, click the "Close" button to return to the main schedule.

To manually add a client through the Waitlist modal, follow these steps:

Navigate to the schedule
Click the Open Waitlist button located on the left-hand side, directly below the calendar
Click the "+ Add Client to Waitlist" button at the top of the modal
Enter the client's name or contact info into the search field and select their profile from the results
Choose the specific Class Date from the pop-up calendar
Select the desired Class from the list of available sessions for that day
Choose the appropriate Attendee Type (e.g., Member, Drop-in, etc.)
Click Add. A confirmation message will appear once the client is successfully placed on the list
Select Done to return to the waitlist overview.