Waitlists

Waitlists are great to use if your classes fill up far in advance.

 

If a client tries to sign up online and the class is full they can add themselves to the waitlist only if:

  1. The cancellation window is not passed.
    For example, if the cancellation window for a class is set to 3 hours, meaning that 3 hours notice or more must be given to cancel without being charged for the reservation. The idea is the system will not bump someone from the wait list into the class list if they do not have enough notice to early cancel. Please don't confuse this with Class & Event Options, Waitlist Lock Window, which as the tool tip states is the "Number of minutes prior to the start of class when clients are no longer added to the waitlist and instead added directly to the class list." This is strictly a business mode feature and has nothing to do with moving clients from the waitlist into the class list.
  2. The web sign up capacity equals the class capacity.
    The number of people allowed to sign up online must equal the class capacity in order for a client to be able to add themselves to the waitlist.
  3. The waitlist capacity must be greater than 0.
    Obviously, if the waitlist capacity is 0, then no one can add themselves to the waitlist.
  4. The class must be more than 2 hours away from the start time.
    Once the class is less than 2 hours from the start time, the waitlist does not accept  any more requests.

 

As the owner, you can add clients from the waitlist to the class at any time regardless of the class capacity. Please note that persmissions are available for staff members to prevent or allow them to overbook a class. You can add more clients to the waitlist up until 2 hours before the class start time. Once the class is less than 2 hours away, the waitlist does not accept any more requests.

 

To Enable Use of Waitlists:

  1. Follow this menu path: Toolbox => Setup => Options => Class & Event Options.
  2. Under the Reservation System Policies, check Enable Waitlists. This is the last item under Reservation System Policies.
  3. Scroll to the bottom of the screen and click Update.
  4. Follow this menu path: Toolbox => Services => Class & Event Management
  5. Click Manage Schedules.
  6. Click Edit next to an existing class schedule, using the search filter.
  7. You will notice that there is now an extra field next to Max. Web Signups called Waitlist Size.
  8. Enter the number of people that can be added to the waitlist.
  9. Click Update.

 

Remember, if you want online users to put themselves on the waitlist, the number of Max Web Signups must equal the class capacity.