📝 Overview
The Waitlist feature allows you to track clients who are waiting for an appointment time to open up. You can add clients with their preferences, update their entry as needed, and move them into the Appointment Book once a time becomes available. This helps reduce schedule gaps and keeps your calendar full.
➕ Add a Client to the Waitlist
Add client details like preferred date, time, employee, and service to track their availability request.
Click the arrow to learn how to add someone to the waitlist
Click the arrow to learn how to add someone to the waitlist
From the Appointment Book.
On the left side, under the quick search calendar, locate the Waitlist section.
Click Add to Waitlist.
Select an existing Client, or click Add a New Client.
Choose a preferred Employee, or leave it set to First Available.
Enter the preferred Date and Time Frame.
Add multiple preferred dates/times to a single waitlist entry if the client has flexible availability.
Select the Service(s) the client is requesting.
(Optional) Add a Comment to provide additional info.
Click Save in the top-right corner, and the waitlist section will update with the appointment request.
💡 Pro Tip:
Same-day entries show how long the client has been waiting.
Future entries display the date the entry was added.
✏️ Edit a Client on the Waitlist
Update an existing entry if a client’s preferences or details change.
Click the arrow to learn how to edit a waitlist entry
Click the arrow to learn how to edit a waitlist entry
In the Waitlist, find the entry you want to change.
Click the pencil icon next to that entry.
Make any needed changes.
Click Save to confirm and close the pop-up.
⚠️ Please Note:
In the waitlist view you can only add or remove services. You cannot edit service durations or prices there. To make those changes, move the entry to create an appointment and update it from Appt Details.
📅 Move to Appointment Book
You can convert waitlist entries into scheduled appointments using either drag-and-drop or the manual schedule option. Both methods pull the client's waitlist details directly into the appointment booking.
🖱️ Drag and Drop
Click the arrow to learn how to schedule using drag and drop
Click the arrow to learn how to schedule using drag and drop
Click and hold the drag-and-drop icon on the waitlist entry.
Drag it to the desired date and time on the Appointment Book.
Review the details, then click Convert Entry to finalize.
✏️ Schedule by Editing
Click the arrow to learn how to schedule by editing the entry
Click the arrow to learn how to schedule by editing the entry
Click the pencil icon next to the waitlist entry.
Click Create Appointment.
Enter the Date, Time, and Employee.
Click Schedule to move the client into the Appointment Book.
❓ FAQs
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What is the best way to schedule clients from the waitlist?
Click the arrow to view the answer
Click the arrow to view the answer
Use drag-and-drop for quick scheduling, or the edit and schedule method for more detailed control when you need to select a specific time and provider.
How do I handle flexible clients?
Click the arrow to view the answer
Click the arrow to view the answer
Set the employee selection to First Available when adding the waitlist entry. This helps you match clients with any open time slot more easily.
How often should I check the waitlist?
Click the arrow to view the answer
Click the arrow to view the answer
Check the Waitlist throughout the day, especially in the morning, midday, and before closing, so you can take advantage of cancellations or reschedules.