Waitlist
How Bookinda lets customers join a full class waitlist and when spots free up
Waitlist
When a class is full, customers can't book. But they can join a waitlist. As soon as a spot frees up (cancellation), the system automatically notifies the next waitlister.
Where to enable it
Group Classes → Settings → Enable waitlist toggle.
Global on/off. If on, every full class auto-shows the option.
The flow
1. Joining the waitlist
On the booking page (online or Customer Portal) the guest sees the class is full. A button: "Join the waitlist." Click, enter contact, done.
- Email confirmation sent
- Waitlist builds in FIFO order
2. Spot frees up
A registered guest cancels. System:
- Emails the first waitlister
- "A spot opened up, click here to confirm"
- Time limit: matches the booking window (e.g., 1 hour)
3. Confirmation
- Waitlister clicks → booking confirmed, spot reserved
- Waitlister doesn't respond in time → next waitlister gets the email
- Nobody responds → spot returns to availability on the booking page
What admin sees
On the participant panel right side, if class is full:
- Waitlist: 3 people
- List with names + order
- Manual promotion: "Skip queue, let this guest in" (overrides automation)
When to use it
Scenario 1, popular morning yoga 12-spot capacity, always full. Waitlist on. With 2-3 weekly cancellations, waitlist spots fill too. Customer satisfaction up.
Scenario 2, pilot classes New class type, small capacity (8). Waitlist on. If it fills, you see demand, consider bumping capacity to 16 or doubling occurrences.
Scenario 3, premium small group 4-spot workshop, 5 want to come. 4 registered, 1 waitlisted. Someone falls sick, the 5th gets in.
Scenario 4, manual VIP promotion Class full but a regular guest wants to come. Manually let them in (capacity override or direct waitlist promotion).
Waitlist time logic
If a spot opens 8 hours before class:
- Waitlister gets email
- Has 1 hour to confirm (if window is 1 hour)
- If not, next waitlister gets it
- Last-minute opening (less than 1 hour) may not get filled in time → spot stays empty
Tips
- Turn it on, low cost, high benefit. Guests don't feel "left out," they're queued.
- Make the automated notification explanation clear: "If a spot opens, we email you and you have X hours to confirm."
- Waitlister doesn't prepay, only if confirming the booking.
- Waitlist isn't forever, after the class passes, signups auto-drop.
- Don't manually prioritize except in well-justified cases (VIP, long history). Too many overrides destroy the queue's value.
- Frequent waitlists are a signal: bump capacity? more occurrences? new class type?