The Waiting List can be a valuable tool to keep popular events fully booked. The system automatically notifies interested potential bookers if a space becomes available on an event for reasons such as a cancelled booking or if you have increased the maximum event size. It helps to ensure that your events aren't left with empty spaces when others 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 bookers.

This article covers:

Please note: The Waiting List feature is available on the Standard Plan or above.


Contacting people from your Waiting List

You can switch on the Waiting List feature via Settings, then Booking preferences. It comes into effect when the booking numbers reach the Maximum event size, and the event becomes fully booked. 

When this happens, rather than being given the option to book a ticket, your booker will be allowed to Join waiting list:

Once a space becomes available at your event, the system will automatically notify those on the waiting list. You can find the list at the bottom of the entry on your Scheduling.

You can copy email addresses directly from there, or you can export the Waiting List into a .csv (spreadsheet) format using the link at the bottom of the list:

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

  • You may also wish to reach out to anybody you haven't spoken to before. Even if they cannot 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 essential to bear in mind the General Data Protection Regulation (GDPR) when contacting bookers who have signed up for your Waiting List. Messages that relate directly to the event they have expressed interest in are generally acceptable. Still, 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 in further additions to your events programme

Some Bookwhen bookers keep track of their Waiting List numbers weekly or monthly. By monitoring the demand levels, you can determine if a particular time or day garners 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.

✨ You can also create 'waiting list-only' entries. See here for more information.



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? We love hearing from our customers, so get in touch and let us know!

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