How to use the waitlist for fully booked days.
When a day has no openings, customers can join the waitlist. If someone cancels, Timeo books the next matching person into the freed slot and emails them.
- Who it is for
- Owners, managers and front desk staff
- Plan
- Every plan (Basic, Advance and Team)
Manage the waitlist
- Make sure Waitlist for full classes is on in Settings > Features. It is on unless someone turned it off, and it covers fully booked days as well as classes.
- To see the waitlist in your menu, turn on Advanced booking tools on the same page.
- Open Booking setup > Waitlist (gyms: Schedule > Waitlist).
- Filter by All, Active, Promoted, Expired or Cancelled. Each row shows the customer, service, staff, Preferred date and Window.
- To give someone a slot yourself, click Promote on an active entry. Timeo books them as confirmed at their preferred time and emails them.
- To take someone off the list, click Remove.
Automatic fill after a cancellation
When a booking is cancelled, Timeo looks for the first active waitlist entry for the same service and day that fits the freed time and staff member, books it, and emails the customer that they are in.
What your customers see
- In the member app, a day with no openings shows Join waitlist for this day.
- When they get a slot, they receive an email saying their spot is confirmed, with the service, staff member and time.
Common problems
- Customers see "Fully booked" with no waitlist button. Why?
- Waitlist for full classes is switched off in Settings > Features. Turn it back on to take names again.
- Promote fails with "No staff member available". What now?
- The entry has no preferred staff and no active staff member was found. Check your team under Staff, then try again or book the customer by hand.
- A customer was promoted but did not get an email. Why?
- They have no email address on file. The booking is still made; call or WhatsApp them to let them know.
Related guides
More in Appointments and bookings, or start with the getting started guide. Still stuck? Contact us.