The waiting list is a handy feature offered by Salonized, which allows your customers to book an appointment on days when no time is currently available. It helps you to keep your agenda full by filling gaps in your calendar. In this article, you will discover how waiting list emails work and how to set them up, so your customers never miss an opportunity to enjoy their favourite treatment.
Note: While the waiting list is included in both Basic and Pro subscriptions, automated emails are exclusive to Pro users.
If you are using our Appointments package, you can add the waiting list feature via the Boost expansion. Read more about the waiting list here.
How do I enable the automatic waiting list email?
On Salonized, you can enable automatic waiting list emails in just a few steps. Here’s how:
Log in to your Salonized account.
Head to the Marketing area (by clicking on the megaphone icon).
Click on the Email tab at the top of the marketing environment.
Go to the Automatic emails section > Waiting List.
Click on Settings to edit the waiting list email and customise your message.
In the section ‘When it should be sent’, choose between two options:
Send waiting list emails manually: You maintain control; the email is never sent automatically. You choose the timing and the customer.
Send waiting list emails automatically: When selected, the email is sent to all matching customers on the waiting list as soon as a spot becomes available.
You can see whether the email has been sent from Marketing > Waiting List.
Note: To set up the automatic waiting list, you must have a user account with a Manager or Administrator role. More info on how to adjust specific permissions here.
When exactly is the automatic email triggered?
If you set the waiting list email to automatic, the system checks for availability based on specific calendar events. The email is triggered by:
Appointment Updates: Deleting an appointment, moving it to a new time, or shortening its duration.
Task or Absence Adjustments: Deleting a task, moving an absence, or adjusting the duration of either.
Following these events, the system instantly verifies if the new opening matches the specific services or staff preferences of customers on your list.
Note: If a change creates multiple matches, all eligible customers will be notified simultaneously.
How can I confirm that the email has been sent?
On Salonized, you can easily track communications and see which customers on the waiting list have been notified for spot openings. Here’s how:
Access the waiting list: Navigate to Marketing > Waiting List, or simply click the waiting list icon at the top of your Day View in the calendar.
Look for the checkmark: Once the email has been sent, a checkmark will appear in the Sent column. The checkmark appears whether the email was sent manually or automatically.
What are the conditions and rules for these emails?
To ensure customers aren't overloaded and to maintain system performance, the following rules are implemented:
Frequency: The automatic email is sent to customers once every 24 hours max.
Delay: Emails are sent with a 5-minute delay to prevent accidental sends during quick successive changes.
Timeframe: Changes are checked up to 31 days in advance; changes beyond this window will not trigger an automatic email.
Staff Preference: Staff preferences are respected. No email is sent if the open spot is with a staff member other than the one requested.
Multiple Services: If a registration includes multiple services, the system checks for the availability of the entire combination.
Are there any exceptions where an email won't be sent?
There are certain administrative changes that do not trigger the automatic notification system. The email is not triggered by:
Changes to the roster (e.g., opening hours or staff working hours).
Changing the staff member, treatment room, or equipment for an already scheduled appointment.
Declining an appointment request, even if it results in an available time slot.
If you have any further questions, contact our support team.
We are happy to help.