Any plan of type Program has waitlists, which support customers adding themselves, staff managed waitlists, restricted booking, maximum waitlist size and many more features.

Once a course is full, if Online Waitlists are enabled, the customer will be prompted to join the waitlist. If a spot opens up (e.g. due to a cancellation) and customers exist on the waitlist, only Eligible to Book customers from the waitlist will be able to book. Staff can mark customers on the waitlist as Eligible to Book and send them a notification. The customer can then book through their online customer profile under the Waitlist Status menu. 

*This is an example workflow using the default online waitlist settings.

How Customers Join the Waitlist

Video

Here is a short video displaying how customers can join a waitlist right from the normal booking page if the course is full.

Configuration of Waitlist

Video

Here is a short video showing you how to configure program waitlists. Step-by-step instructions are below.

Step-by-step Instructions

In Build > Plans > Plan List > Programs | Select your plan in the tree on the left.

Once the plan is selected go to the Booking Limits configuration spoke and click edit.

Within the Booking Limits are 3 tabs

1. General
   1. Standard Booking limit options. See Booking Limits Spoke

2. Waitlist

   A. Waitlist Disabled (program does not have a waitlist)

   B. Staff Waitlist (waitlist is manually managed by the staff to add and remove customers)

   C. Online Waitlist (customers can add and remove themselves from the waitlist)

       D. Online Waitlist Options 

3. Online Waitlist Markup

Managing the Waitlist

Video

Here is a short video showing you how to manage program waitlists. Step-by-step instructions are below.

Step-by-step Instructions

Managing the waitlist is done within the calendar module.

While customers can add or remove themselves from a program with the online waitlist enabled. Staff will need to mark individuals as Eligible to Book and send them a notification that a spot is available. 

First, select a course on the calendar and under Edit Course you will see the following configuration options of the waitlist for that specific course.

• Restrict Booking When Waitlist Exists
  • How it works: If the waitlist contains any customers (either Eligible to Book or Waitlisted), booking is restricted exclusively to those marked as Eligible to Book.
  • Use case: Helps prioritize customers already in line when space opens up, preventing new bookings from bypassing the waitlist.
• Eligible from Waitlist
  • How it works: Booking is always limited to customers on the Eligible to Book waitlist, even if the waitlist is currently empty.
  • Use case: Ensures that only those specifically managed through the waitlist process can secure a spot, useful for courses with strict approval or prerequisites.
• Open
  • How it works: All customers can book at any time, regardless of whether a waitlist exists.
  • Use case: Keeps booking flexible and open, ideal for courses where you want to maximize attendance and don’t need to enforce waitlist priority.
• Closed
  • How it works: Both booking and the waitlist are closed to all customers.
  • Use case: Used when a course is finalized or unavailable, ensuring no additional sign-ups or waitlist entries are accepted.

Here we can see that a Lead Class was full and now has spot available with someone on the waitlist.

Under the Waitlist Tab we can change change the status for customers to make them eligible to book.

Once the customer is marked as eligible to book staff can send them a notification using the Email Waitlist button

Special Notes for Recurring Program Waitlist

When managing recurring programs for teams or youth programs, you often want to reach into the waitlist to fill a spot for an upcoming termination. The termination may be in the future, meaning the capacity is still at maximum as of today. Ideally, you would like the new team member to join on a particular session without changing the capacity requirements and making sure your program is full every day possible. We have two settings that help for just this situation.

In the screenshot below:

1. Select Starting Session allows you to pick the only day this customer will be allowed to start into the recurring program
2. Override Enrollment Capacity Constraints allows this customer to book into the course even if the course is full.

This allows the customer to book into the correct starting session without having to adjust capacity constraints and minimizing the days your programs run under capacity.

View All Waitlisted Customers

In the Manage (Menu) > Waitlists you can view all waitlisted customers across all programs