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Booking Waitlist

The booking waitlist lets players queue up for time slots that are already fully booked. When a cancellation opens up a spot, the first player on the waitlist is automatically notified and given the chance to confirm the booking.

How the Booking Waitlist Works​

  1. A player tries to book a time slot that is already taken.
  2. If waitlists are enabled, the player sees a Join Waitlist option instead of the booking button.
  3. The player clicks Join Waitlist and is added to the queue.
  4. Their status is set to WAITING.
  5. When the existing booking is cancelled (or the slot otherwise becomes available), the system promotes the first player in the queue.

Joining the Booking Waitlist​

As a Player​

  1. Navigate to the Book page at your facility.
  2. Select the date and time you want.
  3. If the slot is fully booked, you see a Join Waitlist button.
  4. Click Join Waitlist.
  5. You receive a confirmation that you have been added to the waitlist.

As an Admin (on behalf of a player)​

  1. Navigate to the booking calendar in the admin dashboard.
  2. Click on the fully booked time slot.
  3. Click Add to Waitlist.
  4. Select the player from the list.
  5. The player is added to the waitlist.

What Happens When a Spot Opens​

When the booked player cancels or the admin frees up the slot:

  1. The system identifies the first WAITING player on the waitlist.
  2. The player's status changes to NOTIFIED.
  3. An email is sent with the booking details and a link to confirm.
  4. The player has a configured number of hours to confirm (set by waitlistExpiryHrs).
  5. If the player confirms, the booking is created and their status becomes BOOKED.
  6. If the player does not respond in time, their status becomes EXPIRED and the next player is notified.
info

The process repeats down the waitlist until someone confirms or the waitlist is exhausted. If no one confirms, the slot returns to the available pool.

Viewing Your Waitlist Position​

As a player, you can see your waitlist entries from your dashboard:

  • Navigate to My Bookings or Waitlists in the sidebar.
  • Your active waitlist entries show your position in the queue.
  • You can cancel your waitlist entry at any time.

Managing the Booking Waitlist (Admin)​

As a facility admin, you can manage the waitlist for any time slot:

  1. Click on a fully booked time slot on the calendar.
  2. Open the Waitlist tab.
  3. You see the ordered list of waiting players.
ActionDescription
View queueSee all players and their positions
Remove playerRemove a specific player from the waitlist
Promote playerManually notify a player that a spot is available
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Removing a player from the waitlist does not notify them automatically. Consider reaching out directly if you need to remove someone.

Cancelling Your Waitlist Entry​

If you no longer want to wait for the slot:

  1. Go to My Bookings or Waitlists in your dashboard.
  2. Find the waitlist entry.
  3. Click Cancel Waitlist.
  4. Your entry is removed and your status changes to CANCELLED.

This does not affect other players on the waitlist. The queue simply moves up.

Booking Waitlist vs. Other Waitlists​

FeatureBooking WaitlistEvent WaitlistProgram Waitlist
What it coversIndividual time slotsEvents with capacity limitsPrograms with enrollment limits
Triggered bySlot fully bookedEvent at capacityProgram at capacity
Promotion triggerBooking cancellationRegistration cancellationEnrollment drop