The right way to create a 'Wait List' column

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Development is planning to build a 'Wait List' feature, however, in meantime, this article will outline the correct way to use the current features as a workaround.

Firstly, you need to create a new operator column called Wait List. Go to Admin, then into the Operators tab and click New. On the right side panel give it the name Wait List, and Save.

At this point, if you have your automatic SMS/email reminders turned on, any appointments that you put in the Wait List column will be sent a reminder, and we don't want that. So, here's what to do.

To avoid clients being sent the reminders when their appointments are in the Wait List column, you will need to only enable and use the 2nd Appointment Reminder, and NOT the 1st Appointment Reminder.

To do this go to Admin, then into the SMS & Email tab. You will see that you have the 1st and 2nd rounds of appointment reminders. Edit the 2nd Appointment Reminder and tick SMS Enabled and/or Email Enabled (however you want the reminders sending). Choose the number of days before the appointment to have the reminder automatically sent, and click Save.

Now, Edit the 1st Appointment Reminder and make sure that neither of the SMS Enabled and Email Enabled options are ticked. They need to be UN-TICKED. So, only the 2nd Appointment Reminder is turned on.

The reason why we have enabled the 2nd Appointment Reminder and not the 1st Appointment Reminder is because the 2nd Appointment Reminder doesn't send any reminders to clients who have the letter C on their appointment.

Therefore, if you manually flag all the appointments in the Wait List column as Confirmed (so that the C is displayed on their appointment), then they won't receive an automatic SMS/email reminder.

To flag an appointment in the Wait List column as Confirmed, click the client's name on the appointment, choose Flag As... and tick Confirmed. As long as the appointment has a C on it, the client won't receive an automatic appointment reminder, and the appointment can wait in the Wait List.

When available time in a real operator column opens up, simply drag the appointment from the Wait List into the actual operator's column, then remove the C from the appointment. To do this click the client's name on their appointment, choose Flag As... and un-tick Confirmed. That way the client will receive their appointment reminder now that the appointment is booked with a real operator.

If you have any further questions, send them to us via your Help & Support page by clicking the Submit a Request option—we're here to help.

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