To enable the waitlist for a class, being by going to Settings → Services & Classes
Once in the Services & Classes screen, select the class for which you would like to enable the waitlist. In this example I I'll choose "Business Arabic":
While in the class profile, click the Edit button in the Overview section and check the box to Allow Waitlist
After checking the box to allow client to join the waitlist for this class you will be given the option to allow an unlimited number of clients to join the waitlist (1) or set a limit on the amount of clients who can join the waitlist on a per class session basis (2):
After making a selection and deciding how many clients can join the waitlist, click Save.
We will discuss the waitlist confirmation message, auto invitation to client in the waitlist, hold time, waitlist appointment landing page in another page.
Once the waitlist is enabled, if a client selects a class session that has reached its maximum capacity, TimeTap will automatically prompt the client to join the waitlist:
Note: If you decided to set a limit on the amount of clients who can join the waitlist, once that number has been met, the class session will no longer be an option in the time panel.
If clients select your filled class or booked service and clicks "Next", they will be prompted to fill in their information on the Your Information screen:
Once your client clicks next they will be shown a message informing them that they have been added to the waitlist:
You and the client will receive an email notification that they have been added to the waitlist for the class.
If you would like to see which clients have added to different waitlists, go to Appointments then click Appointment Lists:
Once in the Appointments Lists window select Waitlist and determine a Date Range. The Date Range sorts the waitlist registrants by the date the class sessions is schedule to take place:
Once you have determine the Date Range, you will the be able to see a list of all your clients who have been added to the waitlist. You can user the dropdown box menu to the right of the screen to determine what information you would like to display in the waitlist results:
Now let's take a look at the client who was added to the waitlist for this class session, click the + sign next to the name to see more information and create an appointment:
After the waitlist has been expanded, you'll notice the button "Create Appointment", in order to create an appointment for this client another must cancel their appointment or you must first increase the capacity of the class session. Once you've increased the capacity of the class session and would like to add a client to the class, click the "Create Appointment" button:
Please note: You can turn on the auto-invite setting under Settings → Waitlist which will automatically send an invitation to registered waitlist attendees whenever the date they've requested for the reason they've requested opens up. If you have the auto invite turned on, you may not need to manually send invites with this method.
You will then be taken a new screen where you will be able to able to verify book a new appointment for the client you selected, notice that the class session details are populated, click Save Appointment to add the client to the class session:
After booking the appointment for a client that was previously in the waitlist, you can go back to the appointment lists, select the waitlist tab and you'll notice that the status of the client in the waitlist changed from Open to Booked, meaning this person was added to the class session:
Please note: You can turn on the auto-invite setting under Settings → Final Confirmation which will automatically send an invitation to registered waitlist attendees whenever the date they've requested for the reason they've requested opens up. If you have the auto invite turned on, you may not need to manually send invites with this method.
Another way to add a waitlist registrant to a class sessions is from the class session details screen, we will cover this method in the example below.
If a class is popular and you have a large number of clients registering to the waitlist, you can increase the number of seats available for a class session and invite clients to attend the class session. First go to Settings > Services and Classes and select the appropriate class:
Once in the class profile go to the class's Schedule view. Here you will all open class sessions, click the date of the class session (hyperlinked in blue) to go to that class session's attendees' list screen:
Once in the Class Session screen click and increase the number of attendees, and Save changes
Now that you've increased the number of seats available you can add a registrant to the list of attendees. Go to the Waitlist Registrants tab at the bottom of the class session's attendees screen. Here you will be able to see the clients that have been joined the waitlist for this class session:
You will be able to add registrants to the list of attendees or remove them from the waitlist. In this case in order to add a registrant to the class select the client you would like to add and click 'Add to Class Attendees List'. You will then be given the option to send an email to the staff member offering the class and the client to notify them that they have been added to the class session:
The client you selected will then be added to the list of attendees: