Subscription Waiting Lists - How they work and how to notify customers

Written By bookthatin

Last updated 5 months ago

When using subscriptions within Book That In, you have the ability to set a maximum capacity on each subscription.

If you set a number for the capacity, then Book That In will stop new people from booking as soon as you hit capacity for that subscription. Instead of giving them the option to book, the system will give your prospects the option to join your waiting list.

Once people are on your waiting list, you can view their details, remove people from the waiting list, and notify them by email when a place comes available.

This video explains how subscription waiting lists work in Book That in and how you can use them:

Step 1: How Waiting Lists Appear

  • When creating or editing a subscription, you can set a maximum capacity.

  • Once this capacity is reached, new customers will no longer be able to subscribe.

  • Instead, they’ll see a “Join Waiting List” button on your booking widget.

If you’ve set up custom waiting list fields (via Company Settings), a form will appear so you can collect details such as name, email, mobile number, child’s age, etc.

Step 2: What Happens When Someone Joins

  • Both you and the customer receive an email notification.

  • You can view your waiting lists by going to:
    Business → Subscriptions → Select a Subscription.

  • If a waiting list exists, you’ll see a Waiting List tab on the right-hand side with the number of people queued.

Step 3: Managing Your Waiting List

Within the Waiting List tab you can:

  • View details: Name, email, join date, and any extra fields (like phone number).

  • Export the list: Click Export Waiting List to download all details.

  • Manually remove someone: Use the delete icon if someone no longer wishes to remain on the list.

Step 4: Notifying People When Spaces Become Available

  1. When a subscriber cancels, go to the Waiting List tab.

  2. Select the people you want to notify (or click Select All).

  3. Click Send.

⚠️ If your subscription is still at capacity, BookThatIn will warn you before sending.

Step 5: Customising the Notification Email

  • Click Edit before sending to preview and adjust the email text.

  • Important: Do not remove or alter the booking link included in the template.

    • This link takes customers directly to the subscription booking page.

  • Once you’re happy, finish editing, return to the notification screen, and click Send.

  • Customers receive the email instantly and can book directly if a space is available.

Step 6: Removing People from the Waiting List

If someone no longer wants a place (e.g., they contact you directly or don’t respond), simply:

  • Click the delete icon next to their name.

  • They’ll be removed from the list.

Benefits of Subscription Waiting Lists

  • Keep your classes and memberships fully booked.

  • Collect useful customer data for future marketing.

  • Notify everyone quickly with just a few clicks.

Conclusion

Waiting lists in BookThatIn are simple yet powerful: they help you capture demand, communicate efficiently with potential customers, and fill available spaces fast.

For extra help, contact support@bookthatin.com