Booking Appointments for Waitlisted Guests

Overview

You can book a waiting customers into an available appointments in the following two ways:

  • Existing appointment is rescheduled, deleted, or cancelled: When you reschedule, cancel, delete, or mark an appointment as no-show, the system displays a list of guests from the Waitlist who can fill the open slot. A guest becomes eligible to be included in the list if all criteria - their time, service, and therapist requests - are met as described below. The names of the guests is displayed in order of waiting time. 
    CriteriaDescription
    Time

    The list includes the guests who did not specify any preferred time or whose available or preferred time matches the open slot. 

    Service

    The list includes guests whose service request can be performed by the available therapist in the available time.

    Request

    The list includes guests who did not specify any therapist preferences and whose therapist preferences (gender or name) matches with the available therapist. 

    Note: If multiple services have been added against a single guest in the Waitlist, all the matching services are shown against the open slot separately. 
  • Manually book from the Manage Waitlists pane: If you find a way to accommodate a guest from the Waitlist for an available slot, you can directly book their appointment from the Manage Waitlist pane, instead of waiting for the system pop-up. Note that even when you try to book from the Manage Waitlist manually, the system performs all the necessary checks including the time, service, and request preferences, and doesn't let you book an appointment if any of these criteria are not met. 

Booking an appointment from the system list

After you  move, cancel, delete, or mark an appointment as no-show, the system shows the list of guests who can fill the slot as follows:

  To book an appointment from the list, follow these steps:

  1. Select the guest you want to book into the available slot.
  2. Click Book Appointment. The Appointment Info panel opens with information about the available guest and service details. The Start Time of the service is set to the start of time of the open slot. 
  3. Make any changes to the guest or service details and click Add Service
  4. Click Save. Once the appointment is booked successfully, the entry is removed from the Waitlist, and the Notes added in the Waitlist are moved to the appointment as Appointment Notes. 
    Note: If the appointment isn't booked successfully, the entry remains in the Waitlist. 

Booking an appointment from the Manage Waitlist

To book an appointment from Manage Wailist, follow these steps:

  1. On the Appointment Book, click the Waitlist  icon.
  2. On the Waitlist panel, click Manage Waitlist.
  3. From the list of entries in Waitlist, click Book next to the selected guest. The Appointment Info panel opens with the available guest and service details. The Start Time of the service is set to the current time. 
  4. Make any additions or changes to the guest or service details, and click Add Service
  5. Click Save. Once the appointment is booked successfully, the entry is removed from the Waitlist, and the Waitlist notes are moved to the appointment as Appointment Notes. 
    Note: If the appointment isn't booked successfully, the entry remains in the Waitlist. 

See Also

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