Unfortunately, you might have to deal with more last-minute cancellations than usual due to the corona measures. Or it might happen that your first days after the lockdown are already completely booked.
However, it might occur that a client has to cancel their appointment unexpectedly. It would be a shame to suddenly have an empty spot when your day has been fully booked. We have created the new "waiting list" function in order to prevent situations like these! ✨
Enabling the waiting list
You can enable the waiting list via 'promote' > 'online booking settings'. (Don't forget to click on 'save' afterwards). As soon as you do this, the 'waiting list' page will appear on the left side of your screen.
You will be able to see a daily overview with the customers that signed up for the waiting list for that specific day. You will also get to see for which service(s) they signed up. The customer at the top of the list is the one that signed up first for that day.
You will also get the chance to manually add a client to your waiting list.
As soon as you enable the waiting list, it will appear in two different ways:
Clients will now be able to sign up for days that are fully booked, via the online booking widget.
You will now have the option to manually add customers to your waiting list.
Manually adding a customer to your waiting list
If you wish to add a customer, go to your "Waiting list" page within the Promote section and click on 'new registration' in the upper right-hand corner. This is where you add your customer's name, the service that they want to book and the date on which they would like the appointment to take place.
If a new customer, that is not yet in your customer base, wants to sign up for the waiting list, you will need to add them to your customer base page first. Once you have done this, you will be able to add them to your waiting list. It is not possible to add a brand new customer directly via the 'new registration' button on the 'waiting list' page.
Signing up online for the waiting list via the booking widget
✨ Beware: the customer will only be able to sign up if you are using the newest version of the booking widget. If you are not using this version yet, you can read about how to add it to your website right here. If you any questions about this, please get in touch with our support team, they will be happy to help you out! ✨
If the customer is trying to book an appointment for a specific service on a day that is fully booked they will see a little clock underneath the date. The customer can click on that date to sign up for the waiting list.
As soon as the customer has signed up via the booking widget, you will receive an e-mail with their details. The customer will see the confirmation in the booking widget.
Signing up for the waiting list is not the same as booking an appointment. As soon as a new spot opens up in your agenda, you can approach one of the customers on the waiting list to make an appointment.
Approaching a customer on the waiting list for an appointment
There are different ways of approaching customers on the waiting list. An example would be via the phone (click on "view customer") or via e-mail (click on "e-mail customer").
If you want to inform the customer about a free spot via e-mail then you can click on the three dots and then on E-mail customer. This will trigger an automatic e-mail that will appear in the 'emailed on' column. The e-mail below will be directly sent to the customer:
The customer will be redirected to your booking widget via the link in the e-mail. You can also choose to send an e-mail to various customers at the same time. The customer that ends up booking first will get the free spot in your agenda. You can also choose to go to the customer's profile and call them to inform about the free spot. The booking does not necessarily need to be made via the link in the e-mail. You can also manually add the customer's appointment to your agenda. If you click on 'create appointment' and you make a new appointment, the customer's registration on the waiting list will be automatically deleted.
You can see how many people are on the waiting list today and how many are on it in total via the dashboard. These are all customers who are on the waiting list both in the past and in the future.
If you have any questions or if you need help adding the newest version of the booking widget to your website, please contact our support team. They will be happy to help!