# Waitlist

The Waitlist functionality allows clients to express interest in a specific service and time even when no appointments are currently available. This ensures businesses don’t lose opportunities due to fully booked schedules.

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#### ✨ When Does the Waitlist Appear?

During the online booking process, if no availability is found for the selected service, staff, and date, a “Join Waitlist”button will appear. This gives clients the option to provide their information and desired time.

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#### 🧾 Client Input

When joining the waitlist, clients will be asked to provide:

* First name & last name
* Mobile phone
* Email address
* Desired time
* (Service and staff selection are passed automatically in the background)

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#### 🧑‍💼 Business View: Accessing the Waitlist

<figure><img src="https://695085455-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fa9tSKQ7Cexg8YEba5Evb%2Fuploads%2FfkPLIC9HqMDoGi4XxjdK%2FScreenshot%202025-05-05%20at%207.08.53%E2%80%AFPM.png?alt=media&#x26;token=de675329-bfa4-4a17-8a35-c21c0a8d0076" alt=""><figcaption><p>The Waitlist button in the Dashboard Navigation</p></figcaption></figure>

Businesses will see a Waitlist icon in the system only when active waitlist entries exist. If there is at least 1 client in a waitlist a toast message will appear also

<figure><img src="https://695085455-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fa9tSKQ7Cexg8YEba5Evb%2Fuploads%2F8lVYV340UwXCQwORMccR%2FScreenshot%202025-05-05%20at%207.23.15%E2%80%AFPM.png?alt=media&#x26;token=c0a90329-b363-4feb-b59c-27a688a5e710" alt=""><figcaption><p>Toast message for Waitlist Clients</p></figcaption></figure>

Clicking on the waitlist icon or the View from the toast message opens a popup window containing:

* A table of all waitlist entries
* Desired times
* Client contact details

<figure><img src="https://695085455-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fa9tSKQ7Cexg8YEba5Evb%2Fuploads%2FRcuKD1M1OpZGoBWi8Csh%2FScreenshot%202025-05-05%20at%207.10.53%E2%80%AFPM.png?alt=media&#x26;token=7cba711f-57b5-4305-9853-d5b69fcdd5a3" alt=""><figcaption><p>The waitlist client prompt, with options to Convert or Cancel the request</p></figcaption></figure>

<figure><img src="https://695085455-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fa9tSKQ7Cexg8YEba5Evb%2Fuploads%2Fazfs4K1DWkkIUzR7cCnS%2FScreenshot%202025-05-05%20at%207.11.29%E2%80%AFPM.png?alt=media&#x26;token=96b69475-ea20-4f54-833b-1a760c7f2cf9" alt=""><figcaption><p>Converting a waitlist will show a datepicker and the respective availability</p></figcaption></figure>

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#### 📋 Selecting a Waitlist Entry

Clicking a waitlist row opens a detailed view, including:

* Full client details at the top
* Requested service, staff, and time
* A real-time calendar view showing current availability

This lets staff easily identify matching or close time slots.

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#### 🗓️ Booking From the Waitlist

Once a suitable time and staff slot is selected, the system will:

* Instantly convert the waitlist entry into a booked appointment
* Automatically notify the client via email with their confirmed booking details

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#### ✅ Benefits

* Captures leads even when fully booked
* Reduces admin overhead for manual follow-ups
* Provides a seamless, efficient experience for both clients and staff
* Ensures no opportunity is missed