Bookings & customers
Waitlist for fully booked sessions
Full sessions get a waitlist. When a spot frees up, the next person gets an email and the spot is reserved for them until the start.
Goal
No freed-up spot stays empty, and you don't have to call anybody.
What you need
- Admin or trainer role
- Included in every plan
- Offer with one-time payment (subscription-only courses have no waitlist)
Step by step
The waitlist is switched on for every offer automatically. If you do not want it, turn off Waitlist for fully booked sessions under Edit in the offer.
In the shop every full session now shows Join the waitlist. Customers choose how many spots they need; guests enter name and email. They receive a confirmation with their place in line.
When a spot frees up – through a cancellation, an expired reservation or more capacity – Plexbook reserves it within 5 minutes for the first matching person and sends them an email with a booking link.
The link takes them straight to the participant details; session and contact data are already filled in. Once they have paid, they show up as booked in the list.
In the calendar you see under Waitlist who is waiting and whose spot is reserved. The Waitlist page shows all sessions at a glance, with filters and search.
Tips
- The reserved spot is kept until the session starts (minus the booking deadline). If that is too long, use Release spot – it then goes to the next person.
- Offer spot reserves a free spot for a specific person right away, also out of order.
- Book directly books a waiting person yourself, for example when they call. Their entry then ends automatically.
- Anyone who needs more spots than are free is skipped until enough are free – the next matching person goes first.
- Customers leave the waitlist through the link in every waitlist email or under My bookings.
Menu names adapt to your industry – instead of "Courses" you may see "Classes" or "Services".