--- title: Add a Client to the Waitlist and How It Works description: waitlist --- [Skip to content](https://support.hapana.com/kb/article/672#main-content) English Show submenu for translations [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png)](https://info.hapana.com/en?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) Hapana Help | Find answers here - There are no suggestions because the search field is empty. 1. [Hapana Knowledge Base](https://support.hapana.com/?hsLang=en) 2. [Member Management](https://support.hapana.com/member-management?hsLang=en) 3. [Schedule](https://support.hapana.com/member-management?hsLang=en#schedule) # Add a Client to the Waitlist and How It Works ## Overview Waitlists in CORE help you manage demand when classes are full. Once a session reaches capacity, additional clients can be added to a waitlist. If a booked client cancels, waitlisted clients are automatically promoted into the class β€” in the order they joined. This guide explains how to add clients to a waitlist and how the automatic promotion system works. πŸŽ₯ **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/7b878c93f4d94ea2af9ba4862492aef0?sid=873f3ccc-7579-4cae-9997-01b336da6d11) Or preview it below: --- ## Prerequisites Before you begin: - Make sure **Waitlist** functionality is enabled in your **Schedule Template** - The class must be at full capacity for the waitlist to activate - The client must already exist in your system to be added --- ## Step-by-step instructions ### Step 1: Open the class from the schedule 1. Click **Schedule** from the top navigation 2. Navigate to the class date (e.g. *Thursday at 7 AM*) 3. Click the class block to open session details ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442091770_3f7adccf_image-20250522140417-68-1.png?width=2048&height=1273&name=1759442091770_3f7adccf_image-20250522140417-68-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442093640_5a2708f5_image-20250522140429-69-1.png?width=2048&height=1273&name=1759442093640_5a2708f5_image-20250522140429-69-1.png) --- ### Step 2: View capacity and waitlist setup 1. Check the **Class Capacity** (e.g. 2 attendees) 2. Confirm that the **Waitlist Limit** has been set (e.g. up to 3 clients on waitlist) > βœ… Tip: The waitlist will only be available once the class has reached its full booking capacity. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442095963_997f6ec7_image-20250522140443-70-1.png?width=2048&height=1273&name=1759442095963_997f6ec7_image-20250522140443-70-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442097758_01a9b1bc_image-20250522140453-71-1.png?width=2048&height=1273&name=1759442097758_01a9b1bc_image-20250522140453-71-1.png) --- ### Step 3: Add a client to the waitlist 1. Click **Add Client** within the class 2. Select the client (e.g. *Adam Hapana*) 3. Repeat for others as needed Once added, clients will appear in a numbered order on the waitlist. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442099291_12500d8e_image-20250522140506-72-1.png?width=2048&height=1273&name=1759442099291_12500d8e_image-20250522140506-72-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442101087_cf0fedf0_image-20250522140515-73-1.png?width=2048&height=1273&name=1759442101087_cf0fedf0_image-20250522140515-73-1.png) --- ### Step 4: Understand how waitlist promotion works - When a booked client **cancels**, the **first person on the waitlist** is automatically promoted into the class. - The waitlist always runs on a **first-come, first-served basis** - If a client **removes themselves** from the waitlist and rejoins later, they will be added at the **end of the list** > Example: > > - 2 clients booked > - 3 clients on the waitlist: Adam (#1), Sam (#2), Jamie (#3) > - Adam is promoted into the class when a spot opens > - Sam and Jamie move to positions #1 and #2 ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442102907_164acf4f_image-20250522140533-74-1.png?width=2048&height=1273&name=1759442102907_164acf4f_image-20250522140533-74-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442104644_c8c7a946_image-20250522140543-75-1.png?width=2048&height=1273&name=1759442104644_c8c7a946_image-20250522140543-75-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442106361_b87ee022_image-20250522140600-76-1.png?width=2048&height=1273&name=1759442106361_b87ee022_image-20250522140600-76-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442108128_44f832a1_image-20250522140614-77-1.png?width=2048&height=1273&name=1759442108128_44f832a1_image-20250522140614-77-1.png)![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442109950_7126581e_image-20250522140642-78-1.png?width=2048&height=1273&name=1759442109950_7126581e_image-20250522140642-78-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442111605_b9ad52fc_image-20250522140708-79-1.png?width=2048&height=1273&name=1759442111605_b9ad52fc_image-20250522140708-79-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442113237_9f22a0a2_image-20250522140728-80-1.png?width=2048&height=1273&name=1759442113237_9f22a0a2_image-20250522140728-80-1.png) Β  --- ## Expected Outcome When classes are full, waitlists allow clients to hold their spot in line. If someone cancels, the next client on the list is automatically booked into the class β€” no manual work needed. --- ## FAQs **Q: Can I control who gets promoted from the waitlist?** A: No β€” the system promotes clients based on the order they joined. It’s fully automated. **Q: What happens if a client on the waitlist no longer wants the spot?** A: They can remove themselves from the waitlist. The next client will be promoted. **Q: Can waitlisted clients be notified automatically?** A: Yes β€” clients will receive a notification if promoted into the class, based on your notification settings. **Q: What to do if members are not receiving SMS for waitlist?** A: Check that you have sufficient SMS credits. 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