If a customer calls in to book an appointment but you don't have any availability, you can manually add them to the waitlist. After adding a customer to the waitlist, the selected customer can approve the appointment themselves when a timeslot opens up, or the assigned service provider can approve the appointment in the Notification Panel . Remember, customers will be removed from the waitlist if their requested appointment day and time passes.
Important
Customers added to the waitlist, even if they were added manually, will still follow the rules set in your Waitlist settings in Online Appointment Rules.
Prerequisites: This feature is available for all Vagaro businesses.
To add a customer to the waitlist:
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Go to the Calendar.
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Select a timeslot on the calendar, and then select Add to Waitlist.
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In the Add to Waitlist screen, enter the following information:
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Select Customer: Search for and select the customer to be waitlisted.
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Select Service: Choose the service that the customer wants to schedule. If the customer wants to waitlist for more than one service, select Add Service.
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Employee: Select the employee(s) to be assigned to the service.
Note
If you have more than one service selected, you will have to select an employee for each service.
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Date: Specify the date and time (Anytime, Morning, Afternoon, or Evening) for up to five timeslots. Select Add another service to add a timeslot, or select the - button beside one to remove it.
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Appointment Notes: Enter any notes about the customer's appointment. Customers will not see what you've entered.
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Customer Notes: View or add any Customer Notes attached to the customer's profile. These notes are not visible to the customer.
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Select Add to Waitlist.
To add a customer to the waitlist:
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Go to the Calendar.
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Select a timeslot on the calendar, and then select Add to Waitlist.
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In the Add to Waitlist screen, enter the following information:
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Service: Choose the service that the customer wants to schedule. If the customer wants to be waitlisted for more than one service, select Add Service.
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Employee: Select the employee(s) to be assigned to the service.
Note
If you have more than one service selected, you will have to select an employee for each service.
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Select Up to 5 Dates: Specify the date and time (Anytime, Morning, Afternoon, or Evening) for up to five waitlisted appointments. Select Add Waitlist Date & Time to add a new timeslot or select the X button to remove one.
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Customer: Search for and select the customer to be waitlisted.
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Appointment Notes: Enter any notes about the customer's appointment. Customers will not see what you've entered.
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Select Add to Waitlist.
Comments
2 comments
Are there any suggestions for adding a customer to the waitlist who hasn't requested a specific date? For example, sometimes our clients have to book out farther than they would like for a service because we are too full. In this case, they tell us to try and get them in anytime before their next appointment. If we are limited to 5 dates and times when adding a customer to the waitlist, how do I make sure they stay on it for 2+ weeks? Hope that makes sense!
Hi, Megan. You will need to add the customer to a specific date so Vagaro knows which date to notify the customer about. They will stay on the waitlist until the day passes, after which you will have to add them to another waitlist date.
You can also select a different waitlist type so that your customers are automatically booked when an appointment is available:
https://support.vagaro.com/hc/en-us/articles/360010609213-Set-Up-the-Waitlist-Feature
Another option is to submit a request for the feature:
https://feedback.vagaro.com/forums/915991-feature-requests
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