The Waitlist feature keeps track of customers who want a time that's already booked, so you can fill the spot if it opens up. From your waitlist, you can book a waitlisted customer, add a customer yourself, or remove someone who no longer needs a spot. Customers are removed automatically once their requested date and time passes.
Prerequisites: This feature is available for all Vagaro businesses. We recommend that you configure your waitlist settings first.
Your waitlist shows everyone waiting for an appointment, including customers who can be booked now. Open it from the Calendar using the steps below, or from Vagaro Home or the Notification Panel .
There are two types of appointments on the waitlist:
-
Available: A time slot has opened for this customer. The Bell
icon means they’ve been notified.
-
Customer on Waitlist: No time slot has opened for this customer yet.
For each customer, you can see their service, employee, notes, requested date and time, and contact information, along with their history of cancellations and no-shows.
To view your waitlist:
-
Go to the Calendar
screen.
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In the top-right corner, select the three horizontal lines
→ Waitlist
.
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Use the Filters list to select the following filters, then select Apply Filters:
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Availability: Show customers who are still waiting or who can be booked now.
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Service Provider: Show customers waiting for a specific employee.
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Date: Show customers waiting for a specific date.
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-
Use the Search box to find waitlisted customers.
To view your waitlist:
-
Go to the Calendar
-
In the top-right corner, select Waitlist
-
Use the Filters list to select the following filters, then select Apply Filters:
-
Availability: Show customers who are still waiting or who can be booked now.
-
Service Provider: Show customers waiting for a specific employee.
-
Date: Show customers waiting for a specific date.
-
-
Use the Search box to find waitlisted customers.
When a time slot opens, waitlisted customers receive a notification so they can book it, or you can book the appointment for them. If you selected the You Pick option in your waitlist settings, customers aren't notified, and you or your employees need to book them from the waitlist.
To book a customer from your waitlist:
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Go to the Calendar
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In the top-right corner, select the three horizontal lines
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Find the customer on the waitlist, then select Book or Browse next to their name. The booking popup opens.
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Review the service, employee, and date. Change anything as needed, then select Next. Available times appear. The booking details and availability will appear.
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Select the customer's time slot.
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Review the customer's appointment, then select Book.
To book a customer from your waitlist:
-
Go to the Calendar
-
In the top-right corner, select Waitlist
-
Find the customer on the waitlist, then select Book or Browse next to their name. The booking popup opens.
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Review the service, employee, and date. Change anything as needed, then select Search. The booking details and availability will appear.
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Select the customer's time slot.
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Review the customer's appointment, then select Book.
Add a customer to the waitlist when they want a time that's already booked, such as a customer who calls or stops by the front desk. You can choose the service, the employees they'd book with, and up to five dates and times that work for them.
To add a customer to your waitlist:
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Go to the Calendar
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In the top-right corner, select the three horizontal lines
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Select Add to Waitlist.
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Enter the customer's waitlist details:
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Select Customer: Search for and select the customer.
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Employee: Select the employees the customer is willing to book with, or leave it as Any Employee if they don't have a preference.
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Select Service: Select the service the customer wants.
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Appointment Note (Optional): Add anything your team should know, such as "Can come in on short notice."
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Date: Select the date and time the customer wants. To add more options, select Select Date Time. You can add up to five.
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Select Add to Waitlist to save.
The customer is added to your waitlist and receives an email notification.
To add a customer to your waitlist:
-
Go to the Calendar
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In the top-right corner, select Waitlist
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In the side panel, select Add to Waitlist.
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Enter the customer's waitlist details:
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Customer: Search for and select the customer.
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Service: Select the service the customer wants.
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Employee: Select the employees the customer is willing to book with, or select all of them if they don't have a preference.
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Appointment Note (Optional): Add anything your team should know, such as "Can come in on short notice."
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Select Up To 5 Dates: Select the date and time the customer wants. To add another option, select Add Waitlist Date & Time.
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Select Add to Waitlist to save.
The customer is added to your waitlist and receives an email notification.
Remove a customer from the waitlist when they no longer need a spot, such as when they've booked a different time. Customers aren't notified when you remove them, so let them know if they're expecting to hear from you. If you remove someone by mistake, add them to the waitlist again.
To remove a customer from your waitlist:
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Go to the Calendar
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In the top-right corner, select the three horizontal lines
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Finde the customer on the waitlist, then select Remove.
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Select Remove again to confirm.
To remove a customer from your waitlist:
-
Go to the Calendar
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In the top-right corner, select Waitlist
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In the side panel, find the customer on the waitlist, then select Remove.
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Select Remove again to confirm.
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