You can enable waiting lists for your classes/tours/games, so your customers can join a waiting list if a class/tour/game is fully booked and be automatically notified when seats become available for bookings.

In this article:

• Enable waiting lists
• Waiting list modes
  • Priority Mode waiting list
  • Non-Priority Mode waiting list
• Waiting list size
• Waiting list Confirmation and Alert emails
  • Waiting list Confirmation email
  • Waiting list Alert email
• Waiting list SMS Alerts
• Disable waiting lists notifications for a class/tour/workshop
  • Re-enable waiting lists notifications
• What happens if I increase the number of seats for a class/tour/workshop and there are waiting list entries?

Enable waiting lists

In your account:

1. Go to Settings>Waiting lists

2. In the Waiting lists section, tick the checkbox [1] of the classes/tours/games for which you want to enable a waiting list. You can use the Check all or the Uncheck all [2] buttons to check or uncheck all the checkboxes with a single click.

Waiting lists modes

3. In the Waiting list mode, you can select if you want to use the Priority mode or the Non-Priority[3] mode.

Priority Mode waiting list

When seats become available:

• the class/tour/game will show as fully booked in the booking page.
• Provided that enough seats are available, customers who joined the waiting list will be notified in the order in which they joined - by email and/or SMS and a link will be included allowing them to make a booking for that class/tour/game. In the Interval [4] section, you can set how long Bookeo will wait before notifying the next customer in the waiting list, if the previous one has not made a booking.

• After all the customers in the waiting list have been notified, the class/tour/game will be available for bookings in the booking page.

Non-Priority Mode waiting list

When seats become available:

• the class/tour/game will be immediately available for bookings in the booking page.
• all customers who joined the waiting list will be immediately notified by email and/or SMS and a link will be included allowing them to make a booking for that class/tour/game.

With both modes:

• if someone on the waiting list makes a booking, his waiting list entry will be removed.
• if a customer registered for more seats than what are available, he will not be notified.

If more seats become available later, then the notification process will start again.

Waiting list size

In the waiting list size section, you can set how large the waiting list for a class/tour can be, in relation to the number of seats in the class/tour. For example, if a class/tour has 10 seats and you set the waiting list size to 200%, up to 20 participants can be registered in the waiting list for that class/tour.

Waiting list Confirmation and Alert emails

You can customize the waiting list Confirmation and Alert emails that Bookeo will send to your customers.

Waiting list Confirmation email

In the Confirmation email [5] section, you can edit the subject and the message of the email that Bookeo will send to your customers to confirm that they have joined a waiting list.
You can use the placeholders [6] to insert the first and last name of the customer and the entry details (name of the class/tour/game, with date and time).

Waiting list Alert email

In the Notification email [7] section, you can edit the subject and the message of the email that Bookeo will send to your customers to notify them that the seats requested are available for booking.

You can use the placeholders [8] to insert the first and last name of the customer and the entry details (name of the class/tour/game, with date and time).

Waiting list SMS Alerts

In the SMS section, you can tick the Send an alert via SMS, in addition to email[9] checkbox if you want to send an SMS to your customers when spots become available for bookings. A link will be included allowing customers them to make a booking for that class/tour/game.

Here's what an SMS alert looks like:



Please note that SMS alerts require the purchase of credits. Click here for more information

Disable waiting lists notifications for a specific class/tour/workshop

To disable waiting lists notifications for a specific class/tour/workshop:

1. Go to the dashboard Calendar

2. Click on the class/tour/workshop

3. Click on the Notifications[10] switch in the Waiting tab of the class/tour/workshop. Confirm the prompts to disable notifications.

When waiting lists are disabled, a message [11] will show in the Bookings and Waiting tab of the class/tour/workshop with a time stamp and details of the account users who disabled the notifications.

Re-enable waiting lists notifications

To re-enable waiting lists notifications, simply click on the Notifications[10] switch in the Waiting tab of the class/tour/workshop

What happens if I increase the number of seats for a class/tour/workshop and there are waiting list entries?

If you increase the number of seats of a class/tour/workshop in your Bookeo calendar page, and there are waiting list entries for that class/tour/ workshop, a notification email will automatically be sent to customers registered in the waiting list, according to the parameters set in Settings>Waiting lists, in the Interval section.  If you change the number of seats in the Settings of the class/tour/workshop, this will not generate a notification to customers on a waiting list. 

If you want to manually create a booking for a customer who is not in the waiting list, you should disable waiting lists notifications of the specific class/tour/workshop.