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The Waitlist keeps a list of clients who would like an earlier appointment than the one they have. You say which service, which provider (or any), the dates you would accept, and the days and times they prefer. When a matching appointment is cancelled or moved, ClinikEHR tells you who it would suit, and you can Offer this slot by email. Nothing is booked for anyone: the client follows a link to your booking page, and the first client to book the slot gets it.

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Open the waitlist

Select Waitlist at the top of the calendar. On a phone it is the clock icon beside Filters. The number on the button counts clients who are waiting or have an offer out. The waitlist opens in a panel over the calendar; select Close to go back. The list has a search box (client, service or provider) and a status filter: Waiting, Offered, Booked, Removed or expired and All. Each entry shows the service, the provider, the dates, the days and times, and any note. With nobody on it, the panel says so and explains how to add someone.

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Add a client

1

Select Add to waitlist

The panel changes to the form. Select Back at any time to return to the list without saving.
2

Choose the client

Pick the Client.
3

Choose what they are waiting for

Pick a Service and a Provider, or leave Any service and Any provider. Set the Earliest date and Latest date you would accept. Tick Preferred days (none ticked means any day) and, if you like, set Not before and Not after times.
4

Add a note (optional)

The Note is only for your team. It is never sent to the client.
5

Select Add to waitlist

The panel returns to the list with the new entry. To change an entry later, select Edit.
An entry stops being offered slots when its Latest date passes. It then shows as Expired. When a waiting client books the service inside their dates, the entry moves to Booked by itself.

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When a slot opens up

When an appointment is cancelled, or moved to another day, time or provider, the slot is checked against everyone who is waiting. A slot suits a client when it is the same service, the same provider (if they named one), inside their dates, on one of their preferred days and inside their preferred times.
  • Notification. If anyone matches, you get a notice in the app: “A slot opened up for the waitlist”. It gives how many clients match, not their names.
  • Recently freed slots. The top of the waitlist panel lists slots cancelled in the last 7 days that are still ahead, with the clients each would suit. This covers cancellations made from the booking page or the client portal too.
  • On the cancelled appointment. Open a cancelled appointment on the calendar. Waitlist matches lists the clients it would suit. Select Open waitlist to see them in the panel.

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Offer a slot

1

Select Offer this slot

Next to the client you want to offer it to.
2

Check who gets it

The confirmation shows the client and the address with its middle hidden, and the slot. Select Send offer.
The client is emailed a link to your booking page with the service chosen and the day opened. The entry shows Offered. They still choose the time and book as any client would; if someone else books the slot first, it is gone. The offer is refused, with the reason, when the slot has already started, the client has no email address, the entry is no longer waiting, your booking page is not published, or this slot was already offered to this client. In a test environment nothing is sent.

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Remove a client

Select Remove on an entry and confirm. The client is no longer offered slots. The entry stays in the list under Removed or expired.

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Who can do this

See Staff permissions.

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Check it worked

  • The client appears under Waiting. Close the panel, open it again and they are still there.
  • Cancel a matching test appointment: you get the notice, and the slot shows under Recently freed slots.
  • After Offer this slot, the entry shows Offered with the slot named.

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Common issues

You need permission to edit appointments. Ask an owner to switch Edit appointments on for you.
Check the entry against the slot: the service, the provider, the dates, the day of the week and the time must all fit, and the entry must still be Waiting.
Publish your booking page first — see Set up your booking page.