Manage Fully Booked Events with the TIMIFY Group Waiting List
The Group Waiting List feature allows you to manage customer sign-ups efficiently when all participant slots in a Group Service are booked. Once the group reaches capacity, customers can register for the waiting list instead of being turned away.
If a participant cancels and a slot becomes available, the system automatically moves waiting list participants into open spots based on pre-defined assignment rules.
This feature helps businesses keep events full, reduce manual rebooking, and maintain smooth operations for group activities such as classes, workshops, and events.
This feature is perfect for:
Small businesses and enterprises that offer group services such as classes, workshops, or events
Companies that rely on online booking for group-based activities
Businesses that want to improve attendance rates without relying on manual intervention
ℹ️ Note: You need to have at least a TIMIFY Premium or Enterprise plan to use Group Waiting List.
Article Structure:
1. How to Enable the Group Waiting List
The feature can be activated from the WebApp or the Branch Manager.
You can enable the waiting list by editing the general Group Service or the specific Group Booking in your calendar.
1.1. Enable in Group Services
Go to Management > Group Services.
Create a new group service (by clicking the red plus button) or edit an existing one.
In the Settings section at the bottom, tick Allow waiting list signups when fully booked.
Then you can choose which assignment method you want to use:
First Fit (default): Assigns the first customer whose booking fits the available slots (smaller groups may be placed earlier).
Strict Order: Follows sign-up order and only assigns the first in line when enough slots open for their full party.
1.2. Enable in Calendar Group Bookings
In your Calendar, click on a slot and add a Group Booking.
Tick Allow waiting list signups when fully booked under Group Booking Setting, and then choose which assignment method you want to use.
Save the booking.
ℹ️ Note: Whether the setting will be initially selected in the calendar depends on whether it's selected in the Group Service settings.
2. How Your Customers Join the Waiting List
When a service is fully booked:
In the Booking Widget, customers will see a banner message “Fully booked — Join the waiting list”.
In case online payment is allowed for the specific service, the system skips it during sign-up, as participation is not guaranteed.
A Waiting List Confirmation Email is automatically sent to the customer who is on the pending list (Resources don't receive a notification) to confirm their pending status.
3. How Free Slots are Assigned
When a participant cancels or is removed from the group booking:
The system waits five minutes before reassigning any open slots.
Available spaces are automatically offered to waiting list participants based on your selected rule (First Fit or Strict Order).
The assigned customer receives a standard booking confirmation email once the slot is secured.
If no eligible customers remain, the slot stays available for manual reassignment.
4. How to View and Manage the Waiting List
You can monitor and manage your waiting list directly in the booking details view.
Click the relevant Group Booking in your calendar and go to Booking Preview.
Select the Waiting List tab.
Here you can:
View all waiting participants and their details.
Use the search bar to find customers by name.
Export the list for offline use.
5. Important Tips
Waiting lists can hold up to 100 participants and guests in total (e.g. 50 participants + 50 guests).
Customers on waiting lists are excluded from statistics but protected from automated or manual deletion.
If you disable the waiting list, existing customers remain visible but are no longer processed. Once the setting is turned on again, the waiting customers will instantly fill the empty slots.
The waiting list continues to function even if online booking is later disabled for that group service.
ℹ️ Payment must be collected manually after a customer is promoted from the waiting list to a confirmed booking.
6. FAQ
Q: How will my customers know they’re on the waiting list?
When all slots are full, customers who book via your widget automatically receive a Waiting List Confirmation Email. It clearly explains that their spot is not yet confirmed and that they’ll be notified if a place opens up.
Q: How are customers notified when a place becomes available?
If the system assigns a waiting list customer to an open slot, they’ll automatically receive your standard booking confirmation email. No extra setup is needed, but make sure booking notifications are enabled in your communication settings.
Q: Will customers be notified if they never get a place?
No. They will only receive an initial confirmation when joining and, if applicable, a booking confirmation when moved into the event. You may contact them manually if you wish to offer an alternative date.
Q: Can customers see their waiting list status online?
No, customers receive email notifications only when they join the waiting list and when a slot becomes available.
Q: Will customers be charged when joining the waiting list?
No, the payment step is skipped because participation isn’t guaranteed. Once a customer moves to a confirmed booking, you can collect payment manually.