The Wait List feature allows you to create a list of clients who have no prior scheduled appointment and are waiting for the next available employee. On the wait list, you can select a specific employee or the first available employee, and the service that the client is waiting for. You can then move the employee from the wait list to an open ticket. To access the wait list feature, click the Wait List button/icon or select Edit Wait List from the Clients drop-down menu.
There are six options for viewing the clients on the wait list:
Only show clients who are currently in the lobby: show only the clients currently waiting at the business.
Show clients who are available today: show clients who are available to fill appointments today.
Show clients who are available tomorrow: show clients who are available to fill appointments tomorrow.
Show clients who are available over a range of days: show clients who are available to fill appointments between a set range of days.
Show clients who are available on a specific day: show clients who are available to fill appointments on a specific day.
Show all wait listed clients: show all clients waiting to fill an appointment.
Wait List Settings: determine when the software will automatically look for appointment openings.
Click Wait List Settings under the General Options section, or select Wait List Settings from the Clients drop-down menu.
The Wait List Settings screen will appear.
Under the Automatic Appointment Opening Search Settings, select when the software should automatically look for appointment openings:
cancel/void/no show a ticket
delete a ticket
close a ticket
drag and drop a ticket
cut/paste a ticket
Click OK to save the settings.
Adding or Editing a Wait List Entry
Click Add Entry or select the entry from the list and click Edit Entry.
The Find Client screen will appear if you are adding a new entry.
Select the client you want to add to the wait list and click OK.
The Edit Wait List Entry screen will appear.
If necessary, enter in a comment in the appropriate field.
Under the Wait Dates section, select if the client is waiting for an appointment today or at some point in the future.
This client is waiting in the lobby for an appointment today: the client is currently waiting for a seat
This client would like to be booked on the following day: the client is waiting for a specific available day, and optionally is available every day after the original date
This client would like to be booked on one of the following days: the client is waiting for an appointment on any of the specified days
Under the Wait Times section, select what times the client would like to come in for the appointment.
This client is available for this appointment at any time: the client is always available
This client is available for this appointment only during specific times: the client is only available during certain hours
Under the Services this Client is Waiting for section, enter the ID of the service the client is waiting for or click on the ... button next to the Service ID field to bring up the Look Up screen.
In the same row, if the client is waiting for a particular employee, select the employee in the Employee/Resource box.
Repeat Step 8 and Step 9 for each service the client would like to have performed.
You can delete a service from the Edit Wait List Entry screen by using the Delete button, and you can delete the employee the client is waiting for with the Clear button.
Click OK to save the entry to the wait list.
Deleting a Wait List Entry
Click to highlight the appropriate entry.
Click Delete Entry.
The Are You Sure? screen will appear.
Click Yes to permanently delete the wait list entry.
Moving a Client from the Wait List to an Open Ticket: once an appointment opening is available to service the client, the client can easily be moved to an open ticket.
Select the appropriate wait list entry.
Under the General Options section, click Move to Ticket.
The open ticket will appear.
If needed, select the name of employee who is going to perform the service.
Complete any remaining information for the ticket and click the Schedule/Leave Open button.
Close the ticket after the service is complete.
Printing the Wait List: it's occasionally helpful to print the wait list, especially if you would like to call clients that have been waiting for an extended period of time.
Click Customize View.
Use the Add and Remove, and the Move Up and Move Down buttons as needed to make the desired changes to the Selected section.
Click the OK button to return to the Wait List screen.
Select the appropriate option in Client Booking Availability.
Click a column heading to organize the wait list as needed.
Click Print List.
The Printing Options screen will appear.
Make the appropriate printer and page range selections and click Print.