--- title: How to Add a Client to the Waitlist description: Add a client to the Pabau waitlist with the service, staff member, dates and time of day they want, and see when a matching slot opens. --- [Skip to content](https://support.pabau.com/en/pabau2/how-to-add-a-client-to-the-waitlist#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [Calendar](https://support.pabau.com/en/pabau2/calendar?hsLang=en) 3. [Waitlist](https://support.pabau.com/en/pabau2/calendar?hsLang=en#waitlist) # How to Add a Client to the Waitlist ## In this guide, we'll show you how to add a client to the Pabau waitlist, helping you manage cancellations and fill schedule gaps by allowing clients to wait for their preferred time slots. The waitlist keeps track of clients who want an appointment that isn't free yet, such as an earlier date or a busy time of day. You record the service, the staff member and the dates and times that suit the client, and Pabau flags the entry when a matching slot opens up, so you can fill cancellations quickly. **Step 1: Open the Waitlist** 1. Go to the **Calendar** and click the hourglass tab on the right-hand edge of the screen. The number on it is how many clients are currently waiting. ![The waitlist hourglass tab on the right edge of the calendar, showing the number of clients waiting](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-01-waitlist-button.png) *The hourglass tab opens the waitlist* **Step 2: Start a New Entry** The waitlist panel slides in from the right. Its **Waiting**, **Expired** and **Booked** tabs sort your entries by where they stand. 1. Click **Add to Waitlist**. 2. **Filter** sorts and narrows the list once it grows (see Step 7). ![The waitlist panel with the Add to Waitlist and Filter buttons marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-06-waitlist-panel.png) *Entries with an opening available are listed first* **Step 3: Choose the Client, Service and Staff Member** 1. Search for the client by name, phone number or email (type at least 3 characters), then click them in the results. Their card shows their email address and mobile number (or **No email** / **No mobile number**), plus a **Connect** badge if they have a client portal account. If the client isn't in Pabau yet, click **Add new client**. 2. Choose the **Service** they want. If your clinic has more than one location, choose the **Location** first. 3. Choose the **Preferred staff member**. A staff member is required to save the entry. 4. Optionally, **Add notes**, for example how much notice the client needs. ![The Add to Waitlist form with the client card, Service, Preferred staff member and Add notes marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-02-client-service.png) *Pick the client, then the service and staff member* **NOTE:** **Add new client** only appears for staff who have permission to create clients. **Step 4: Choose the Dates** Under **AVAILABILITY**, click the **Date** box. 1. Choose **Single date** for one day, or **Date range** if the client is flexible. 2. Click the day, or the first and last day of the range. Days that have already passed can't be picked. 3. Click **Apply**. ![The date picker with Single date and Date range, a selected range and the Apply button marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-03-date-range.png) *Choose one day or a range of days* **Step 5: Choose a Start Time** Click the **Start time** box to say when in the day the client can come in. 1. Choose **Any time**, **Morning** (until 12:00), **Afternoon** (12:00 to 17:00) or **Evening** (from 17:00). 2. Need something more exact? Pick a **From** and **To** time instead. The box then shows **Custom**. 3. Click **Apply**. ![The start time options Any time, Morning, Afternoon and Evening, the From and To times and the Apply button](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-04-start-time.png) *Morning, afternoon, evening or your own times* **Step 6: Add More Options and Save** 1. Check the dates and start time you've set. 2. Click **Add Another Availability** to add more dates or times for the same service. Each one has its own date and start time. 3. Click **Add Another Service** if the client is waiting for more than one treatment. Each service has its own staff member and availability. 4. Under **Remove from waitlist after**, choose how long the entry stays on the waitlist: from 1 week (the default) to 6 weeks. 5. Click **Add to Waitlist**. ![The bottom of the form with the availability, Add Another Availability, Add Another Service, Remove from waitlist after and Add to Waitlist marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-05-save.png) *Add more times or services, set the expiry, then save* The client now appears on the **Waiting** tab and the count on the hourglass goes up. When the calendar has a free slot that matches what they asked for, their entry shows **OPENING AVAILABLE** and moves to the top of the list. When you book the client from the waitlist, the entry moves to **Booked**. If the removal period ends, or the dates they asked for pass, before they're booked, it moves to **Expired**. **TIP:** Not sure what a coloured label means? Click the round icon next to **Filter** to open the waitlist legend. **Step 7: Find Clients on the Waitlist** 1. Click **Filter**, then choose how to sort the list (by date created, requested date or price), a **Date Range** (**All upcoming**, **Today**, **Next 3 days**, **Next 7 days**, **Next 30 days** or **Custom**) and any **Services**, and click **Apply filters**. **Clear All** resets them. ![The waitlist Filter menu with sorting, Date Range and Services options and the Apply filters button](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/250978930908-07-filter.png) *Sort and narrow the waitlist* **What's next?** - [How to Book a Client from the Waitlist](https://support.pabau.com/en/pabau2/how-to-book-a-client-from-the-waitlist?hsLang=en) - [How to Operate a Waitlist](https://support.pabau.com/en/pabau2/how-to-use-the-wait-list-feature?hsLang=en) - [Waitlist: Detailed guide](https://support.pabau.com/en/pabau2/waitlist-1?hsLang=en) --- Was this guide helpful? Let us know by voting below - your feedback helps us write clearer articles. 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