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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 — in the order they joined.
This guide explains how to add clients to a waitlist and how the automatic promotion system works.
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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
- Click Schedule from the top navigation
- Navigate to the class date (e.g. Thursday at 7 AM)
- Click the class block to open session details
Step 2: View capacity and waitlist setup
- Check the Class Capacity (e.g. 2 attendees)
- Confirm that the Waitlist Limit has been set (e.g. up to 3 clients on waitlist)
✅ Tip: The waitlist will only be available once the class has reached its full booking capacity.
Step 3: Add a client to the waitlist
- Click Add Client within the class
- Select the client (e.g. Adam Hapana)
- Repeat for others as needed
Once added, clients will appear in a numbered order on the waitlist.
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
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 — no manual work needed.
FAQs
Q: Can I control who gets promoted from the waitlist?
A: No — 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 — clients will receive a notification if promoted into the class, based on your notification settings.
Still need help?
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