The Waiting List can be a valuable tool to keep popular events fully booked. By automatically notifying interested potential bookers if an existing booking is cancelled, or the maximum event size is increased, it helps to ensure that your events aren't left with empty spaces when there are others who would like to attend.

Many Bookwhen customers also use the Waiting List proactively, to gauge the demand for extra classes or as a way to reach out to potential new customers.

Contacting people from your Waiting List

The Waiting List can be switched on in your booking options (only available on Standard, or above, plans) it comes into effect when your 'maximum event size' has been reached and the event becomes fully booked. 

When this happens, rather than being given the option to book a ticket, your booker will be given the opportunity to join the Waiting List -

Their information is automatically used to contact them if a space becomes available on your event but it is also available to you via your Schedule pages -

Email addresses can be copied directly from here, or you can export the Waiting List into a .csv (spreadsheet) format using the link at the bottom of the list -

We have a help article explaining how to use an email marketing service, such as Mailchimp, to import email addresses in this format, which you can read here

Why not reach out to anybody you haven't spoken to before? Even if they are unable to attend the event they have expressed an interest and you can introduce yourself whilst pointing them towards an alternative on a different date.

It's important to bear in mind the General Data Protection Regulation (GDPR) when contacting customers who have signed up to your Waiting List. Messages that relate directly to the event they have expressed interest in are generally acceptable but you must not add them to any mailing list or contact them for marketing purposes unless they have explicitly provided their consent to be contacted (you can read about setting up consent fields here).

Using the Waiting List to gauge interest for further additions to your events programme

Some Bookwhen customers keep track of their Waiting List numbers on a weekly or monthly basis. By monitoring the levels of demand in this way you can determine if there is a particular time or day which is garnering far more interest than others.

If you are lucky enough to have this problem you may wish to consider adding an identical event immediately before or after the original to cater for increased demand.

This article is part of an ongoing series aiming to empower you to get the most from your Bookwhen subscription. Do you use the Waiting List to contact potential customers and optimise your schedule? Perhaps you have a unique use of Bookwhen of your own? We love hearing from our customers so get in touch and let us know!

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