How to Set Up a Waitlist to Fill Cancelled Appointments Instantly
Never lose revenue to last-minute cancellations again. Set up an automated waitlist that fills empty slots within minutes.
Start the GuideHow to Set Up a Waitlist to Fill Cancelled Appointments Instantly This step-by-step guide covers everything you need — from prerequisites to pro tips — so you can complete the process in 15 minutes or less. Browse all how-to guides.
Before You Start
Make sure you have the following ready:
- Services and availability configured
- SMS or email notifications enabled
Step-by-Step Guide
6 steps · 15 minutes
Enable the waitlist feature
Go to Settings > Booking Rules and toggle on waitlists for the services you want.
Configure waitlist behavior
Set whether clients join the waitlist for a specific date, time range, or any available slot with their preferred provider.
Allow clients to set a range of acceptable times — it increases fill rates.
Set notification preferences
Choose whether waitlisted clients are notified by SMS, email, or both when a spot opens.
Define the claim window
Set how long a notified client has to claim the open slot before it goes to the next person in line.
Add the waitlist option to your booking page
When a time slot is full, show a 'Join Waitlist' button instead of disabling the slot.
Test the waitlist flow
Fill a slot, join the waitlist, cancel the original booking, and verify the waitlisted client is notified.
Frequently Asked Questions
How fast are waitlisted clients notified?
Notifications fire within 60 seconds of a cancellation, giving waitlisted clients the best chance to claim the spot.
What if no one on the waitlist claims the slot?
The slot returns to your public booking page as available, so anyone can book it.
Can clients see their position on the waitlist?
Yes. Clients receive a confirmation with their waitlist position and estimated likelihood of getting a spot.
Is there a limit to waitlist size?
No hard limit, but we recommend capping at 5-10 per slot for the best client experience.
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