Adding someone
It takes a few fields, and it is specific enough to be useful.
- The client, the service and the provider she wants.
- The dates she is free between.
- The time of day that works.
- How much notice she needs.
- A note, for anything else.
Back office
A waitlist that turns a cancellation into a booking.
A 2:30 cancellation is only a loss if nobody else wanted 2:30. The waitlist remembers who did, and gives you a link that lets her take it.
Elle T.Neurotoxin with Dr. Patel · any day after 3 PMWaiting
Dana W.HydraFacial · weekday morningsOffered 1 of 3
Sam K.Laser hair removal · SaturdaysSnoozed a week
A slot just openedThursday, 2:30 PM with Dr. PatelFirst to book it gets the spot.Create offer link
In short
The waitlist keeps a list of clients who want an earlier or a specific appointment, with the days and times that suit each one. When a slot opens, you create an offer link and send it. The first client to claim it gets the appointment.
Included when Bella runs your book Part of the back office, opened from the portal.
In detail
How it works, part by part.
When a slot opens
You stay in control of who is offered what.
- Pick the slot that just opened and create an offer link.
- Send the link the way you would normally reach her. Nothing goes out automatically.
- The first to book it gets the spot.
- Anyone who opens the link after that is told the time has been taken and to call the clinic.
- A slot that is already too close to claim can't be offered.
Keeping the list honest
A waitlist goes stale quickly if nobody tidies it.
- After three offers, the list tells you to call her instead, or take her off.
- Snooze someone for a week if she is away.
- Remove an entry when she no longer needs it.
- The back office hub shows how many people are waiting.
How it's used
Filling a cancellation
- A client cancels
Thursday at 2:30 is now empty.
- Open the waitlist
See who wants that service, provider and time.
- Create the offer link
Choose the opened slot.
- Send it
By text, to one client or to several.
- First to claim wins
She is booked, and the link stops working for anyone else.
Plain definitions
Waitlist terms, defined
- Window
- The range of dates a client is free between.
- Time of day
- The hours that suit her, such as mornings or after 3 PM.
- Minimum notice
- How far ahead she needs to hear about a slot.
- Offer link
- A link to one opened slot. The first client to use it books the time.
- Snooze
- Pause an entry for a week without removing it.
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What it doesn't do
The offer link is created for you to send. It is not sent automatically, and it doesn't replace your cancellation policy.
Questions about the waitlist
How does a med spa waitlist work?
You record who wants an earlier or a specific time. When a slot opens, you send those clients a link to it, and the first to claim it is booked.
Does it text clients automatically when a slot opens?
Not today. You pick the slot, the waitlist gives you a claim link, and you send it the way you normally reach that client.
What if two clients want the same slot?
The first to book it gets it. The other sees that the time has been taken and is asked to call the clinic.
How many times can I offer someone a slot?
Three. After that, the list tells you to call her or take her off.
Is this included if I keep my booking software?
No. The back office is built on the appointment book, so it comes with the build where Bella runs your book. If you keep your own booking software, you get the owner portal and your current tools stay as they are.
See it on your own clinic.
Book a meeting and we'll open this screen with your menu and your team as the example.