How to add a bespoke waiting list form to your Book That In account and ask for extra information

Written By bookthatin

Last updated 5 months ago

Once your class or event is full, Book That In will automatically prevent new people from booking on, and will instead give them the option to join the waiting list.

By default, the system will simply collect the customer's name and email address for you, and you can then use the built-in functionality to notify everyone (or select people) on your waiting list How to manage and notify waiting lists on Book That In when places come available.

However, sometimes you may want to collect more information when people join the waiting list.

For example, you may wish to collect a phone number, or a date of birth, or something similar.

Fortunately, there is a way to do this in Book That In* - by assigning some or all of your normal booking questions as 'Waiting List Fields'.

This video shows you how to do this:

* Please note - this functionality works with classes and events, but not subscriptions at this point in time.

Step 1: Open Company Settings

  1. Go to the Business menu.

  2. Select Company Settings.

  3. Click Edit in the top-right corner.

This opens the Company Settings wizard.

Step 2: Navigate to the Booking Form Fields

  1. Click Next twice to reach the third screen.

  2. Here you’ll see a list of all the questions currently asked on your booking form (e.g. name, postcode, mobile number, child’s date of birth, newsletter opt-in, etc.).

Step 3: Enable Fields for the Waiting List

  1. Next to each field, you’ll see a toggle asking if you’d like it included on your waiting list form.

  2. Tick Yes for any details you want to collect.

    • Example:

      • First name + surname.

      • Postcode.

      • Mobile number.

      • Child’s date of birth.

      • Newsletter opt-in.

  3. Scroll down and click Save.

Step 4: Test the New Waiting List Form

  1. Refresh your booking page.

  2. Click Join Waiting List.

  3. You’ll now see the form fields you enabled.

    • Customers can fill in their details (e.g. child’s DOB, mobile number, newsletter opt-in).

    • They agree to your Terms & Privacy Policy, then join the list.

Step 5: View and Use the Data

  1. Go to Business → Group Overview.

  2. Find the class/event and click Notify Waiting List.

  3. You’ll now see:

    • The standard waiting list view.

    • A new dropdown that lets you display any extra information collected.

  4. You can:

    • Send a waiting list email notification directly through the system.

    • Export the waiting list (with all extra details) for use in another application.

    • Use phone numbers/emails collected to contact customers directly.

Conclusion

By customizing your waiting list form, you can gather all the information you need upfront, making it easier to:

  • Allocate customers to the right class.

  • Contact them in the most convenient way (phone, email, etc.).

  • Segment your waiting list for marketing or communication purposes.

If you need further support, contact support@bookthatin.com