Skip to main content

Wait List Management

Overview​

The Wait List shows customers who want to book events that are currently full or reserve rooms that are occupied or unavailable. Track wait list interest and notify customers when spots become available.

Viewing the Wait List​

The wait list shows:

  • Customer Name - Who wants to book
  • Type - Whether it's for an event or room
  • Event/Room - Which event they're interested in or which room they want to reserve
  • Date Joined - When they joined the wait list
  • Status - Current status

How Wait Lists Work​

  1. Event is Full or Room Unavailable - When an event reaches capacity or a room is occupied/unavailable, further requests go to wait list
  2. Customer Joins Wait List - Customer is added to the queue
  3. Spot Opens - When someone cancels or a room becomes available, a spot opens
  4. Notify Next Customer - System notifies the clients on the wait list
  5. Customer Books - They can now complete their booking or reservation

Managing Wait Lists​

View Wait List for Events or Rooms​

For Events:

  1. Go to Events page
  2. Find the event
  3. Click View
  4. Select Wait List tab

For Rooms:

  1. Go to Room Management page
  2. Find the room
  3. Click View
  4. Select Wait List tab

Send Notifications​

When a spot opens:

  1. System automatically notifies all clients on the wait list at once
  2. Bookings are processed on a first-come, first-served basis
  3. Once the spot is filled, remaining clients stay on the wait list

Remove from Wait List​

Click Remove to take someone off the wait list:

  • If they cancel their interest
  • To clean up old entries
  • To manage the list

Wait List Benefits​

  • Don't lose customers - Keep interested people engaged
  • Track demand - See how many want each event or room
  • Fill cancellations - Automatically fill spots when available
  • Build audience - Show events and rooms are popular
  • Future planning - Use data for future events and room availability

Notifications​

Wait list customers receive:

  • Confirmation - When added to wait list
  • Spot Available - When a slot opens
  • Reminder - To complete booking before time expires
  • Cancellation - If they're removed

Tips​

  • Check wait list regularly for high-demand events and popular rooms
  • Set reasonable time for customers to respond to offers
  • Use wait list data to plan similar events and optimize room availability
  • Monitor which events and rooms always fill up
  • Promote wait list feature to customers
  • Consider offering wait list members perks