For Session types i.e. Classes, gym, yoga etc there is a feature that allows you to enable a waitlist. This means that if the session is full, guests will be able to add themselves to a waiting list and if a space becomes available they can then join the session.
To enable a waitlist for a session head to Settings > Session types > edit > head to the 'Availability' tab and toggle on 'Enable waitlist'.
Select 'Save' to save these settings.
When the session becomes full and a guest is added to the waitlist (either via the app or the shop), they will still be visible on the session on the calendar but will have a 'W' next to their name showing they are on the waitlist and not part of the session. You will also be able to know the order of the waitlist as they will be numbered. The first person to join will have 'W1' next to their name, the next 'W2' etc.
On the order overview for the session that the guest has been waitlisted for, it will show a status of 'Waitlisted'.
Adding a guest to the waitlist via the app
In the app you can add a guest to the session via the calendar or the + New order tab as usual. If the session is full and the 'Waitlist' has been enabled, then the customer will automatically be 'waitlisted'.
In the calendar, if there are any waitlisted guests for the session it will display a count of how many are on the waitlist.
If you press into the session via the calendar there will be a 'W' next to guest showing they are on the waitlist and not yet part of the session.
On the order overview for the session that the guest has been waitlisted for, it will show a status of 'Waitlisted'.
Once the guest has been waitlisted you will now have to authorise their card details so that when a space becomes available they will automatically be added into the session.
To authorise the card details for the order, go into the order > Payments > +Add payment > Pay by link/card payment > enter in the details > Authorise for £__' On the payment tab is will now say 'Ready' next to the card details. (Go to card authorisation guide to see this in more detail)
Now the card details have been saved to the order, when a space becomes available it will automatically charge the card and add the guest to the session. (Go to 'How a 'waitlisted' guest joins a session?' step to see how this looks)
IMPORTANT: If you don't request Card Details from the customer, when a space becomes available they will not automatically be booked into the session!
Adding a guest to the waitlist via the shop
As a customer on the shop, if they select a session and it's full, if a waitlist has been enable for this session then the slot will still appear and it will state 'Waitlist'.
If they select to be added to the waitlist for this session, they will have to enter their card details which will then be authorised. Therefore, they will not be charged until a space in the session becomes available.
On the app they will now be on the waitlist for this session.
The confirmation email that the guest receives will inform them that they are on the waitlist! Please see third screenshot.
How a 'waitlisted' guest joins a session?
When a guest has been 'waitlisted' the only way they will be added to the session is if another guest in the session cancels their booking or if you increase the capacity of the session.
To cancel a guests booking go to Orders > find the order > select 'Cancel order'. If they have already paid for the booking and you want to refund them head to the payments tab > select the three dots > refund.
Another way a 'waitlisted' guest can be added to the session is if the capacity of the session increases. To do this head to Settings > Session types > scroll to session times > view sessions > change the capacity > press 'Save'. (this will change the capacity for all the future session in this time slot)
If you want to change the capacity for a specific session only i.e. for a specific day you can do this directly from the calendar by pressing on the session > edit > adding in the new capacity > save.
When either of these situations occur: someone in the session cancels OR the sessions capacity is increased. Then the waitlisted guest will automatically be added to the session and their card will be charged.
The waitlist runs on a first come first serve rule. So whoever was added to the waitlist first will fill the spare place in the session.
Confirmation email for Waitlisted customers
The customer at the top of the waitlist will automatically receive email Confirmation with the subject line "You have moved from the waitlist [REFERENCE NUMBER"
Within the email it will confirm the:
Class name
Date
Time
And will make them aware that their card has now been charged £xx
