How Waitlists Work
When a class is full, if you have waitlists enabled, customers who have enough credits to complete the booking, will be able to join the waitlist.
Note: The customer is required to have enough credits to complete the booking, but the credits ARE NOT deducted when joining the waitlist.
The waitlist is queue, the customers will be able to see their position in the queue and when a space becomes available they will be automatically booked into the class, at this point the credit for the booking will be deducted.
Note: If the customer does not have enough credits to complete the booking, their reservation will be cancelled and the next person in the queue will be added instead.
Limitations & Timing
The waitlist is fully automated, up until 1 hour before the class starts. This means, that staff cannot manage the waitlist (other than removing people) until this time.
Once the class is due to start in less than 1 hour, the staff have the ability to manually book people in from the waitlist to the class, provided they have enough space and credits.
Communication & Notifications
All communication for class bookings is done via email using Gymflow's Automations system. There are several automated emails that will send provided they are enabled for your club.
Event - Joined Waitlist: Sends when the customer joins the waitlists successfully
Event - Booked: Sends when a booking is secured
You can check these are enabled in Gymflow from the Automations Page.
Turn On Waitlists
When adding or updating an class, you can decide whether to enable a waitlist and how many slots it should have. Simply enter any number from 0 (waitlist off) upwards.
We recommend having no more than 20% of the total class capacity available as a waitlist to avoid queuing when there is little chance of securing a spot.
