The waiting list is a useful feature that gives your customers the chance to book an appointment on days with no available time slots. It's a great way to give customers an extra chance to book and minimise no-shows.
Users of both Basic and Pro plans can access the waiting list.
The waiting list is available in our Basic a Pro plan.
🚀 Are you subscribed to our Appointments plan? Add the Waiting list to your plan now with our new Boost expansion!
How does it work?
The waiting list gives you the flexibility to manage busy days and last-minute cancellations. When you receive a request to book an appointment and your day is already full, you can add the customer to the waiting list.
When a spot becomes available, you will be notified so that you can contact the customer and offer them the appointment. You can either call them, email them, or create an appointment directly from the waiting list.
What can I do with the waiting list?
Here’s what you can do with the waiting list:
Customers can sign up to a waiting list for a specific day or multiple days via the online booking widget.
Customers can indicate a preference for a part of the day: morning, afternoon or evening.
You can email subscribed customers individually or all at once when a spot becomes available.
How do I enable the waiting list?
From the Settings menu
On the left sidebar, click on the ⚙️ icon (Settings)
Under the Calendar section, click on Online Bookings
Open the Schedule Management tab
Tick the box 'Customers can register for waiting list through the booking widget'.
From the Marketing view
1. On the left sidebar, click on the 📣 icon (Marketing)
2. Open the waiting list tab on the top of the screen and click on Enable waiting list to turn it on.
ℹ️ Once the waiting list is enabled, you will see a daily overview of customers that signed up for the waiting list for that day in this page, including which service(s) they signed up for, employee and/or time of the day preference and any notes they added.
How do I add customers to a waiting list?
If you’re booking your customer’s next appointment but there are no available slots, you can add your customer to a waiting list directly. You can add customers to a waiting list in 2 different views:
From the calendar view
Click on the white box below any date and then click on 'waiting list' to add a customer manually.
From the marketing view
Go to the waiting list page in your marketing area, where you enabled the feature. Here you will be able to add someone by clicking on the 'New registration' button in the upper-right corner.
Create a waiting list registration (Employees)
When adding a customer to a waiting list manually either via the calendar or marketing view, you’ll need to create a waiting list registration, filling in the following details:
Customer name. The name of the customer you want to add to a waiting list.
❗If you want to add a new customer to a waiting list, you will need to add them to your customer base first. This can be done directly via the 'waiting list' page by adding a new registration.
Service(s). The service(s) the customer would like to book if a spot becomes available
Employee preference. If ****applicable, the employee they'd like to conduct the service (optional)
Date. The day the customer wants to sign up to the waiting list
Available date: Before selecting a date, the system we'll prompt you to choose what kind of waiting list registration to create:
Specific date: Select this option when your customer wants to sign up to a particular day.
Days of the week: Select this option when your customer wants to sign up to multiple days of the week. When choosing this option, customers will be automatically enrolled for all future days until they book an appointment.
You can also select which part(s) of the day suit your customer best, either morning, afternoon or evening. If there is no preference, leave all options selected.
Note: Add a note to include additional information about this registration.
How can customers sign up to a waiting list?
Customers can sign up to a waiting list inside the booking widget when the waiting list is enabled.
They will see a clock underneath the days that are completely booked for the service selected. When customers click on any of those days, they will be offered the option to sign up to the waiting list.
Depending on the plan you are subscribed to, your customers will be able to:
Sign up for a specific day
Sign up for multiple days or all days
If they want to sign up to multiple days they will also be able to indicate the availability per part of the day, either morning, afternoon or evening (If they don’t select anything, all options are selected by default).
Once customers sign up to a waiting list, you receive an e-mail with all their details. Customers will see a confirmation message in the booking widget (see screenshot below).
❗️ 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.
Where do I see my waiting list registrations?
From the Calendar view
When there are customers signed up for a waiting list for any day, you will see a notification on the top of your calendar including the number of customers that have signed up. Clicking on the notification opens the waiting list registration page for that day.
From the Dashboard view
You can see how many people are on the waiting list today via the dashboard. If you click on 'waiting list today' you'll be redirected to the waiting list page in the marketing area. There you'll be able to see all the details of the customers that are registered for the waiting list, today or on any day.
What can I do when a spot becomes available?
First, open the waiting list registration for that day to enter the waiting list registration view.
From this view you can do 4 different actions: email, bulk email, call or create an appointment.
Email a specific customer
Open the waiting list registration for that day
Click on the three dots (…) icon next to the customer you want to email
Click on ‘Email’ and confirm by clicking on Yes
Once confirmed, the following email will be sent to your customer.
Bulk email to multiple customers
Open the waiting list registration for that day
Click on the paper plane icon next to the New registration button
Confirm your action by clicking Yes
The email will be sent to your customers
❓How do I change the automated email?
If you would like to change the text of this email, you can do so via marketing area > email > automated emails > waiting list:
Call a customer
Open the waiting list registration for that day
Click on the three dots (…) icon next to the customer you want to email
Click on ‘View Customer’ and use the number available in the customer profile to call.
When using Salonized on mobile, you can call directly by tapping on the phone number
Create an appointment
Open the waiting list registration for that day
Click on the three dots (…) icon next to the customer registration
Select ‘Create appointment’. This opens the calendar view.
Tap on the available slot in the calendar to create a pre filled in appointment registration
Check all details and when ready, click Create appointment
Customer will receive a confirmation and the waiting list registration will be deleted automatically
If you have any questions please let us know. We will be more than happy to help!