How to manage and notify waiting lists on Book That In

Written By bookthatin

Last updated 5 months ago

When your classes or events are full, Book That In will automatically stop accepting bookings to ensure your events do not go over capacity.

At this point, your customers will automatically be shown the option to join your Waiting List.

You can determine what information you collect when people join your waiting list by setting some 'Waiting List Fields'. How to add a bespoke waiting list form to your Book That In account and ask for extra information

As the business owner, you can then:

  1. Notify people on your waiting list by email through Book That In when spaces come available.

  2. Remove people from the waiting list

  3. Export your waiting list to notify them by some other means

This video explains how you can do these things:

Step 1: Access the Waiting List

  1. Go to the Business menu.

  2. Click Group Overview.

  3. Find your class or event.

  4. If a waiting list exists, you’ll see a Notify Waiting List button.

Step 2: Manage Waiting List Members

  • Click Notify Waiting List to view everyone on that list.

  • You’ll see names, emails, and the date they joined (even if it was years ago).

  • Customers can remove themselves from a waiting list in their own account, but you can also manage it:

    • Use the delete icon to remove people who are no longer relevant.

Step 3: Notify Your Waiting List

  1. In the waiting list view, choose the class or event with available spaces from the dropdown menu.

  2. Select who to notify:

    • All waiting list members

    • By event/class type

    • Individually

  3. Click Send.

A pop-up will appear:

  • You can preview or edit the email template (click Edit Here).

  • ⚠️ Any changes you make will update the template for all future notifications, so remember to revert them later if needed.

After sending, you’ll see a confirmation message: Notification emails sent.

Step 4: Customer Experience

  • Customers receive an email with a booking link.

  • The link takes them straight to the booking form for the class/event you selected.

  • Once they book, the system updates automatically.

Step 5: Other Places to View Waiting Lists

  • Actions dropdown (within a specific class date or block): shows who’s on that waiting list. You can also delete members.

  • Business → My Clients → Export Options: download a full Excel export of all waiting lists, including:

    • Which waiting list they’re on

    • When they joined

    • Their contact details

This allows you to contact people directly via your own email system if you prefer.

Conclusion

Waiting lists in BookThatIn make it easy to:

  • Capture interest after a class fills up

  • Keep your events at full capacity

  • Notify and convert waiting list members quickly

For help, contact support@bookthatin.com