If a client cancels their registration for a fully booked activity and a spot becomes available, but clients on the waitlist are not automatically moved to the available time slot, here are the main reasons to consider:
- Automation Setting: Check under Settings – Global Booking Options that the Waitlist Automation is ENABLED. If this setting is disabled, the system will not automatically move clients from the waitlist to available time slots; instead, an administrator will need to do this manually.
- Manual Intervention: Administrators have the ability to manually remove participants from a class. However, if an administrator manually removes a client from the booking list, the system will not automatically fill the empty time slot. This allows administrators to manage bookings based on specific needs or priorities rather than strictly following the waitlist order.
- Eligibility Requirements: The client on the waitlist may not currently meet the necessary conditions to participate in the class, such as having enough credits, a valid subscription, or not exceeding a weekly booking limit at the time the time slot becomes available.
Clients automatically receive an email notification when they are moved from the waitlist to a confirmed booking. No further confirmation is required from the client to complete this transition.
This approach ensures that all parties are aware of both the automated processes and the manual interventions that may impact class bookings and waitlist statuses.
Important:
Any user can join the waitlist even if they do not currently meet the necessary requirements to participate in the activity (based on the administrator’s settings). For example, they may have already exceeded weekly limits, lack the required credits, or have an expired subscription.
This option allows users to secure a priority position on the list. However, when a transition to the class becomes possible (e.g., due to another client’s cancellation), the user will only be automatically enrolled if, at that exact moment, they meet all the required conditions. Otherwise, the system will check the next person on the waitlist, following the same criteria.
Booking and Cancellation Limits: The automatic transfer from the waitlist to a confirmed booking is subject to the registration and cancellation limits set in the system. If a spot becomes available after the registration deadline (expressed in hours and minutes), the system will no longer automatically move clients from the waitlist to the class. Similarly, the cancellation limit may affect spot availability, preventing automatic refilling in certain circumstances.
