Managing Customers on the Waitlist – Vagaro Support

As customers get added to the waitlist, you may want to manually approve or deny their appointments. You can easily schedule waitlisted customers directly in the Notification Panel Bell Icon . Remember, customers will be removed from the waitlist if their requested appointment day and time passes.

Prerequisites: This feature is available for all Vagaro businesses. We recommend that you configure your waitlist settings first.

View Your Waitlist

If you have any appointments on the waitlist, you will see a notification for these appointments in the Notification Panel Bell Icon . Select View next to the Waitlist notification to view them.

There are two types of appointments on the waitlist:

Ready Appointments: This customer was previously waitlisted for an appointment, and a timeslot has opened up for them. The Bell icon means that the customer has been notified.
Customer on Waitlist: This customer has been waitlisted for an appointment, but there are no timeslots available.

You can view the service details, provider, notes, appointment date and time, and the customer’s history of cancellations or no-shows. The customer’s contact information is also displayed.

Schedule a Customer on the Waitlist

In the Notification Panel Bell Icon , you can manually schedule an appointment for a customer on the waitlist. Manually accepting appointments on the waitlist is required if you selected the You Pick option in your waitlist settings; otherwise, the customers can schedule the appointment themselves when a timeslot opens up.

To schedule a customer on the waitlist:

Go to your waitlist:
1. Select the Notification Panel button.
2. Find the Waitlist notification, then select View.
Find the customer to be scheduled, then select Browse Availability to book their appointment.
In the popup, select Search or Next to look for an available appointment.

Tip

Optionally, you can modify the appointment's service, employee, and date as needed before booking.
On the booking screen, select an available timeslot.
Review the appointment details, then select Book.

Remove a Customer From the Waitlist

When removing a customer from the waitlist, keep in mind that customers will not receive a notification.

To remove a customer on the waitlist:

Go to your waitlist:
1. Select the Notification Panel button.
2. Find the Waitlist notification, then select View.
Find the customer to be removed, then select Remove.
Select Remove again to confirm.