Don’t turn away potential customers who are interested in reserving an experience that is currently sold out. If there’s a cancellation, fill those newly opened slots automatically from a waitlist. If a visitor is interested in an experience and has flexibility for when they can attend, allow them to join the waitlist for a block of time to keep all of your experiences reserved to capacity.
If Waitlist is turned on for a given experience, customers will be presented with the option during checkout to “Join Waitlist” when an event time does not have enough open spots to accommodate them.
You can also manually add a customer to the waitlist from your Xola Dashboard.
What's covered in this article:
- How to Enable
- Configure Waitlist for an Experience
- Waitlist Example
- Waitlist: Front End Checkout
- Waitlist: Back Office
- View Waitlisted Customers
How to enable Waitlist
- Locate Waitlist in the Xola App Store and select it.
- Click INSTALL > Agree > Finish
Configure waitlist for an Experience
- Navigate to Products → Experiences and select the pencil icon to edit your experience
- Select Waitlist from the left side menu.
- Toggle Enable Waitlist for Back Office and/or Enable Waitlist for Checkout
- For Checkout Only: Either use the default or custom checkout message that is displayed to your customers when there is an event time available for waitlist.
- Decide if you want to send invites to customers automatically when there are enough open spots to accommodate a waitlisted group
- All waitlisted groups that can fit the open spots
- Ex. Send an email automatically to any customer that fits into that event time and the number of seats that just opened.
- Groups whose waitlisted quantity would fill up at least X % of open spots
- Ex. You have set the percentage to 50%, and there are two waitlisted groups -- one with 5 guests and another with 2 guests. If 6 spots open up, only the group of 5 will be invited.
- This helps prevent smaller groups from taking up spots that larger groups could have potentially used.
- All waitlisted groups that can fit the open spots
Ensure email notifications are enabled for waitlists (go to Settings → Notifications and check Join Waitlist). If this setting is disabled, customers will not receive an email when they join a waitlist.
Waitlist Example
If you configure the waitlist for your experience like this:
And your event has 10 spots open up due to cancellation or due to your increasing the event capacity from the roster.
Then any waitlisted groups of 10 or fewer will receive the following email: