Waitlist Settings

In the Event Options section, you have the ability to customise your waitlist with primary, secondary and blackout window options which is a nice option for early morning classes.

Primary Waitlist

Setting up your primary waist. Here you have a selection of options to choose from. It is a good idea to have this set up. Here are the options:

  • Automatic: Automatic promotion from waitlist to class.
  • Email/Push notification: 'x' set hour(s) before the class starts the waitlist method changes to sending an email/push notification to all waitlisted customers and fastest responder gets the space.
  • Reserved Place: 'x' hour(s) before the class starts the waitlist method changes to sending an email/push notification to the waitlist in order offering them the space as long as they accept within a period of time. The reserved time will give up to 90 minutes to claim a space and then roll on to the next person. If that's not going to reach the end by time of class then it reduces it - eg 2 on waitlist and 1 hour to class then they get 30 minutes each.

Note: It won't automatically promote the customer if they;

a) Have outstanding legal docs

b) Have reached their booking limits for that day/week/month

If either of these are the case, the customer will receive a message explaining they need to take action.


Secondary Waitlist

This is a period of time before the class starts where you can use a different waitlist method. It is useful when your main waitlist method will allocate places to customers who might not be able to make it to the class in time.


Blackout Period:

This is a great option if have early morning classes. For an example, if you have a 5:30am class, you might set the window to 21:00 the night before to 06:30 the day of. This means if anyone cancels in that window, the space will go to a particular waitlist automation.


Here is an example of a waitlist using all 3 settings:

This means:

  • Primary Waitlist: Automatic promotion from waitlist to class, customers will be automatically booked into the class.
  • Secondary Waitlist: 2 hours before the class starts the waitlist method changes to sending an email/push notification to all waitlisted customers and fastest responder gets the space.
  • Blackout Period: On the day/night before a class a blackout period applies from 22:00 to 06:00 during which an email/push notification is sent to all waitlisted customers and the fastest responder gets the space.

Capped Waitlist:

For classes that regularly move into a waitlist, gyms may look to cap the waitlist so it encourages members to book into a class with availability.  


Capping your waitlists helps keep them useful:

  • More realistic waitlists — members joining have a genuine chance of getting a spot.
  • Better attendance — people are more likely to take the space when one becomes available.
  • Less frustration — members aren’t sitting indefinitely on waitlists that are unlikely to move.
  • More control — choose the right waitlist size for each class, or leave it unlimited.

To enable this feature head to the Timetable/Calendar and select a class -> click edit recurring class

Select the Waitlist (unlimited) and create a limitation.

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