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 customer 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 the waitlist is turned on for a given experience, customers will be presented with the option to “Join Waitlist” during checkout 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 Waitlist
- How to configure Waitlist for an Experience
- 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
How to 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 the waitlist.
- Next, under configure your Waitlist Settings
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Limit waitlist spots: toggled on this limits how many guests can waitlist into the event.
- For example, if you set the limit to 5, then only 5 guests can be signed up for the waitlist, and after these 5 guests, the waitlist will not be shown to customers.
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Send invites to customers automatically when:
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All waitlisted groups that can fit the open spots
- For example, send an email automatically to any customer that fits into that event time and the number of seats that just opened.
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Groups whose waitlisted quantity would fill up at least X % of open spots
- For example, 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 used.
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Delay first invitation by X minutes
- If toggled off, waitlist emails will send to all guests as soon as spots open.
- If toggled on and the time is set, the waitlist email will be delayed for that much time before sending it to guests.
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All waitlisted groups that can fit the open spots
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Limit waitlist spots: toggled on this limits how many guests can waitlist into the event.
Note: 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.