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Waitlist Statuses

Every waitlist entry in SlotBase follows a defined lifecycle with clear status indicators. Understanding these statuses helps you know exactly where you stand in the queue and what action (if any) you need to take.

Status Reference​

StatusDescriptionAction Required
WAITINGYou are on the waitlist and waiting for a spot to openNone -- just wait
NOTIFIEDA spot has opened and you have been notifiedConfirm your booking before the deadline
BOOKEDYou confirmed the spot and the booking/registration is completeNone -- you are in
EXPIREDThe notification deadline passed without confirmationNone -- spot goes to next person
CANCELLEDYou voluntarily removed yourself from the waitlistNone -- you are no longer in the queue

Status Flow​

A typical waitlist entry moves through statuses in this order:

WAITING --> NOTIFIED --> BOOKED
                |
                +--> EXPIRED (next person notified)

WAITING --> CANCELLED (voluntary removal)

WAITING​

When you first join a waitlist, your status is WAITING. This means:

  • You are in the queue
  • No spot is currently available for you
  • You will be notified when it is your turn
  • Your position in the queue is determined by when you joined (FIFO)
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You can stay in WAITING status indefinitely. There is no timeout on waiting -- only on the notification period after a spot opens.

NOTIFIED​

When a spot opens and you are next in line, your status changes to NOTIFIED. This means:

  • A spot is available and reserved for you temporarily
  • You have received an email with details and a confirmation link
  • A countdown timer has started (based on the facility's waitlistExpiryHrs setting)
  • You must confirm before the deadline to secure the spot

How to Confirm​

  1. Click the confirmation link in the notification email, or
  2. Log in to SlotBase and navigate to the waitlist entry on your dashboard.
  3. Click Confirm to accept the spot.
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If you do not confirm within the expiry window, the spot is offered to the next person in line. You do not get a second chance for that specific opening.

BOOKED​

When you confirm a waitlist promotion, your status changes to BOOKED. This means:

  • The booking, event registration, or program enrollment is complete
  • You are now a confirmed participant
  • Payment may be collected at this point (depending on facility settings)
  • The waitlist entry is resolved

Once booked, you manage your booking/registration the same way as if you had booked directly.

EXPIRED​

If the notification deadline passes without confirmation, your status changes to EXPIRED. This means:

  • The spot you were offered has been passed to the next person in line
  • Your waitlist entry is no longer active
  • You are not automatically re-added to the waitlist
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If you missed the notification window and still want the spot, you can rejoin the waitlist. You will be placed at the end of the queue.

CANCELLED​

If you voluntarily leave the waitlist, your status changes to CANCELLED. This means:

  • You are no longer in the queue
  • You will not be notified when spots open
  • Other players behind you move up in position

You can cancel at any time while in WAITING or NOTIFIED status.

Where to View Your Waitlist Status​

You can check your waitlist status in several places:

LocationWhat You See
DashboardActive waitlist entries with current status
My Bookings / WaitlistsAll waitlist entries including past ones
Email notificationsStatus updates as they happen
Event/Program pageYour waitlist status for that specific item

Waitlist Statuses from the Admin Perspective​

As a facility admin, you can view waitlist statuses for any booking slot, event, program, or coach block:

  1. Navigate to the relevant item (booking slot, event, program, or block).
  2. Open the Waitlist tab.
  3. View each player's status in the queue.

Admins see the same statuses but with additional context:

  • Which players are currently waiting
  • Who has been notified and when their confirmation expires
  • Historical data on expired and cancelled entries

Configuring the Expiry Window​

The time a notified player has to confirm is set by the waitlistExpiryHrs setting:

SettingEffect
Short (e.g., 4 hours)Spots turn over quickly; players must act fast
Medium (e.g., 24 hours)Balanced -- gives players a full day to respond
Long (e.g., 48 hours)More generous; can slow down the waitlist progression

This setting is configured at the facility level and applies to all waitlist types.