How to configure your Waiting List - V2

Summary

This guide explains how the Waiting List functionality works and how to configure the email notifications sent to customers.

If the Waiting List feature is enabled, customers can join a waiting list when an activity is fully booked. If a customer cancels their booking, all customers on the waiting list will receive an email notifying them that a spot is available and that they can book it.

🔹 Important Notes:

• Customers are not automatically booked when a spot opens.
• The order in which customers joined the waiting list does not impact their chances of securing a spot.
• Once the email is sent, all customers on the waiting list will have an equal opportunity to book.

Step-by-Step Guide

To enable and configure the Waiting List functionality, follow these steps:

1. Configure Waiting List Settings

1. From the home page, navigate to the System Configuration module.
   
   
   
   
2. Click on Settings.
   
   
   
   
3. Click on Manage Settings.
   
   
   
   
4. From the Category dropdown, select 'Activities V2'.
   
   
   
   
5. Search for "Waitlist cut off (minutes)", then click Edit.
   
   
   
   
   • Enter the desired value (default: 60).
     
     
     
     Note: This can be overridden on the Activity Template.
     
     

2. Configuring your Waitlist Size and Waitlist Cutoff on the Activity Template.

1. From the home page, navigate to the Activities V2 module.
   
   
   
   
2. Under 'Activities', click on 'Activity Templates'.
   
   
   
   
3. Search for the template for which you wish to configure the waitlist size and click on 'Edit'.
   
   
   
   
4. Navigate to the 'Advanced Settings' Tab.
   
   
   
   
5. Click on 'Edit Booking Restrictions'.
   
   
   
   
6. Update the Waitlist size accordingly.
   
   
   
   Untick 'enable waitlist' if you want to disable it.
   
   
   
   
7. Click on 'Edit Booking Timings'.
   
   
   
   
8. Update your 'Waitlist Cutoff Time'.
   
   
   
   
9. Click on 'Save Changes'.
   
   

3. Create Email Notifications

You need to set up two email templates to notify customers about their waiting list status.

• "Added to Waitlist" Email Template

  • This email confirms to customers that they have been added to the waiting list.
    
    
    
    

• "Booking Space Opened" Email Template

  • This email informs waitlisted customers when a spot becomes available.
    
    
    
    
  • In the Content box, insert the URL to your booking site between quotation marks ("").
  • Example:
     

    "https://openplaygym.bookings.my-centre.co.uk/"