---
title: "Waitlist: Detailed guide"
description: In this article, we’ll guide you through managing the waitlist. You’ll learn how to add clients, book appointments, remove individuals from the waitlist, and manage notifications to suit your clinic’s needs.
---

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2. [Calendar](https://support.pabau.com/en/pabau2/calendar?hsLang=en)
3. [Waitlist](https://support.pabau.com/en/pabau2/calendar?hsLang=en#waitlist)

# Waitlist: Detailed guide

## In this article, we’ll guide you through managing the waitlist. You’ll learn how to add clients, book appointments, remove individuals from the waitlist, and manage notifications to suit your clinic’s needs.

**Table of Contents:**

[1.How to Operate a Waitlist](https://support.pabau.com/en/pabau2/waitlist-1#how-to-operate-a-waitlist)  
[2.How to Add a Client to the Waitlist](https://support.pabau.com/en/pabau2/waitlist-1#how-to-add-a-client-to-the-waitlist)  
[3.How to Book a Client from the Waitlist](https://support.pabau.com/en/pabau2/waitlist-1#how-to-book-a-client-from-the-waitlist)  
[4.How to Remove a Client from the Waitlist](https://support.pabau.com/en/pabau2/waitlist-1#remove)  
[5.How to Send Waitlist Notifications for Self-Booking](https://support.pabau.com/en/pabau2/waitlist-1#notifications)  
[6.How to Edit the Waitlist Notification](https://support.pabau.com/en/pabau2/waitlist-1#edit)  
[7.How to Enable Waitlist in Online Bookings](https://support.pabau.com/en/pabau2/waitlist-1#enable_online_bookings)  
[8.How to Join the Waitlist via Online Bookings](https://support.pabau.com/en/pabau2/waitlist-1#how_to_join_the_waitlist_via_online_bookings)

---

### How to Operate a Waitlist

In this article, we’ll walk you through the steps to set up and effectively manage the Waitlist feature in Pabau to maximize your clinic's productivity.

The waitlist feature in Pabau allows you to automatically fill last-minute cancellations and gaps in your schedule with clients who are waiting for their preferred time slots. This simple but powerful tool automatically notifies clients when a spot opens up, helping you boost your clinic’s revenue and improve client satisfaction.

#### Step 1: Navigate to Calendar

[Log into your Pabau account](https://app.pabau.com/) and navigate to the [Calendar](https://app.pabau.com/calendar) where you manage your appointments.

![image-png-May-13-2026-01-06-02-2238-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-01-06-02-2238-PM.png?width=670&height=339&name=image-png-May-13-2026-01-06-02-2238-PM.png)

**NOTE:** To learn more about managing your calendar, please refer to the [this article.](https://support.pabau.com/en/pabau2/overview-of-the-calendar?hsLang=en)

#### Step 2: Access Waitlist

After opening the Calendar, click the "Waitlist" button on the right-hand side of the screen. The Waitlist panel will then slide open, allowing you to manage the waitlist.

![image-png-May-13-2026-02-57-33-1684-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-02-57-33-1684-PM.png?width=670&height=377&name=image-png-May-13-2026-02-57-33-1684-PM.png)

#### Step 3: Add a Client to Waitlist

In the new window, click the "Add to Waitlist" button. This will open an appointment menu where you need to enter the client’s details:

**Client Name** – Type the client's name.

**Service** – Select the service the client is requesting.

**Preferred Staff Member** – Choose the staff member the client prefers (if applicable).

**Availability** – Specify the client’s preferred time and availability.

**Remove After Time** – Set the time when the client will automatically be removed from the waitlist if the appointment is not booked in time.

![waitlist 111](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%20111.webp?width=257&height=667&name=waitlist%20111.webp)

 

#### Step 4: Book a Client In or Send a Notification

When an appointment slot becomes available:

**Book the Client In**: If the client is available and a match is found, you can immediately book the client into the available time slot.

**Send a Notification**: If the client prefers to self-book, you can send them a notification (email/SMS) allowing them to book the slot on their own.

![waitlist 4](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%204.png?width=314&height=584&name=waitlist%204.png)

#### Step 5: Waitlist Notifications

You can customize the waitlist notifications to ensure your clients receive the appropriate alerts when an appointment becomes available. To configure waitlist-specific notifications, please refer to the [client notifications.](https://app.pabau.com/client-notifications)

Additionally, when an appointment is canceled, Pabau now automatically checks the waitlist for matching entries. If a match is found, the system will display the entry in the following ways:

**If the waitlist is open** (meaning you are actively viewing the list or have it open on your screen): Any matching waitlist entry will be highlighted in green to draw attention, until the waitlist is manually closed.

![waitlist 5](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%205.png?width=322&height=392&name=waitlist%205.png)

**If the waitlist is closed** (meaning you are not actively viewing or have closed the waitlist):  
A number will appear on the waitlist button itself to notify the user of the matching entry.

![waitlist 6](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%206.png?width=232&height=367&name=waitlist%206.png)

---

### 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.

#### Step 1: Navigate to Calendar

[Log into your Pabau account](https://app.pabau.com/) and navigate to the [Calendar](https://app.pabau.com/calendar) where you manage your appointments. 

![image-png-May-13-2026-01-06-02-2238-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-01-06-02-2238-PM.png?width=670&height=339&name=image-png-May-13-2026-01-06-02-2238-PM.png)

**NOTE:** To learn more about managing your calendar, please refer to the [this article.](https://support.pabau.com/en/pabau2/overview-of-the-calendar?hsLang=en)

#### Step 2: Access the Waitlist Feature

Once you open Calendar, click the "Waitlist" button on the right-hand side of the screen. The Waitlist panel will then slide open, allowing you to manage the waitlist.

![image-png-May-13-2026-02-57-33-1684-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-02-57-33-1684-PM.png?width=670&height=377&name=image-png-May-13-2026-02-57-33-1684-PM.png)

#### Step 3: Add a Client to the Waitlist

In the new window, click the **"Add to Waitlist"** button. This will open an appointment menu where you need to enter the client’s details:

**Client Name** – Type the client's name.

**Service** – Select the service the client is requesting.

**Preferred Staff Member** – Choose the staff member the client prefers (if applicable).

**Availability** – Specify the client’s preferred time and availability.

**Remove After Time** – Set the time when the client will automatically be removed from the waitlist if the appointment is not booked in time.

![waitlist 111](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%20111.webp?width=217&height=563&name=waitlist%20111.webp)

**Step 4: Save the Changes**  
Once all the details are entered, click on"Add to Waitlist" at the bottom-right corner to save the changes and add the client to your waitlist.

Now that you know how to add a client to the waitlist, you can easily manage cancellations and keep your schedule full, ensuring better productivity and client satisfaction.

---

### How to Book a Client from the Waitlist

In this guide, we’ll show you how to quickly book a client from the waitlist when an appointment becomes available. This process helps you efficiently fill last-minute cancellations and ensure your schedule stays full.

#### Step 1: Navigate to Calendar

[Log into your Pabau account](https://app.pabau.com/) and navigate to the [Calendar](https://app.pabau.com/calendar) where you manage your appointments. 

![image-png-May-13-2026-01-06-02-2238-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-01-06-02-2238-PM.png?width=670&height=339&name=image-png-May-13-2026-01-06-02-2238-PM.png)

#### Step 2: Check for Available Slots

When an appointment is cancelled, the system will automatically check the waitlist to see if any clients are waiting for that same timeslot. If a match is found, theWaitlist button will display a number indicating how many clients are waiting for that specific time. Additionally, a notification will appear next to the waitlist entry saying “Opening Available” to alert you to the new available slot.

![waitlist 5](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%205.png?width=360&height=438&name=waitlist%205.png)

**NOTE:** In addition to manually booking clients, you can also send them a message in one click to inform them that a slot has opened up by following the steps in [this article.](https://support.pabau.com/en/pabau2/how-to-send-waitlist-notifications-for-self-booking?hs_preview=wvyOIBtY-214718750915&hsLang=en)

#### Step 3: Book an Appointment with the Client

In the waitlist modal, you’ll see acalendar icon next to the“Opening Available” notification. Click on this icon, and you’ll be redirected to the calendar.

![waitlist 7](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%207.png?width=330&height=394&name=waitlist%207.png)

**Note:** Before finalizing the booking, we recommend reaching out to the client to confirm their interest in the service. This helps avoid booking an appointment if they have since changed their mind.

#### Step 4: Choose an Available Time Slot

Once redirected to the calendar, choose the matching date and time for the client. Then, add the service, set the duration, and fill in any other necessary details. After completing the information, proceed with booking the appointment for the client.

![waitlist 8](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%208.png?width=519&height=358&name=waitlist%208.png)

Once the appointment is booked, the client will receive your default email/or SMS confirmation, which you can customize by following [these steps.](https://support.pabau.com/en/pabau2/client-notifications?hsLang=en)

Now that you know how to book a client from the waitlist, you can easily manage your appointments and ensure a smooth scheduling process.

---

### How to Remove a Client from the Waitlist

In this article, you will learn how to remove a client from the waitlist if their appointment is no longer needed.

#### Step 1: Navigate to Calendar

[Log into your Pabau account](https://app.pabau.com/) and navigate to the [Calendar](https://app.pabau.com/calendar) where you manage your appointments. 

![image-png-May-13-2026-01-06-02-2238-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-01-06-02-2238-PM.png?width=670&height=339&name=image-png-May-13-2026-01-06-02-2238-PM.png)

**NOTE:** For more information on managing the waitlist, please refer to [this article.](https://support.pabau.com/en/pabau2/how-to-use-the-wait-list-feature?hs_preview=oCMSrsDB-213590251739&hsLang=en)

#### Step 2: Access the Waitlist Feature

Once you open Calendar, click the "Waitlist" button on the right-hand side of the screen. A panel will then appear on the right side of your screen, allowing you to manage the waitlist.

![image-png-May-13-2026-02-57-33-1684-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-02-57-33-1684-PM.png?width=670&height=377&name=image-png-May-13-2026-02-57-33-1684-PM.png)

#### Step 3: Locate the Client

In the waitlist panel, you can view all clients listed under the"Waiting" tab or use the filter options to quickly find the client you wish to remove. 

![waitlist 9](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%209.png?width=295&height=528&name=waitlist%209.png)

#### Step 4: Proceed with Removal

To remove a client from the waitlist, click the "X" button in the top-right corner of their entry in the waitlist panel for immediate removal, or click thearrow next to their name to open their appointment details and then click the"Remove" button in the top-right corner of the details view. You will be prompted to confirm the removal if using the detailed option.

![waitlist 10](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2010.png?width=391&height=267&name=waitlist%2010.png)

Once confirmed, the client will be successfully removed from the waitlist. 

![waitlist 11](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2011.png?width=391&height=157&name=waitlist%2011.png)

By following these steps, you'll be able to successfully remove a client from the waitlist.

---

### How to Send Waitlist Notifications for Self-Booking

In this guide, we'll walk you through the process of sending notifications to clients, allowing them to self-book an appointment when a slot becomes available.

#### Step 1: Navigate to Calendar

[Log into your Pabau account](https://app.pabau.com/) and navigate to the [Calendar](https://app.pabau.com/calendar) where you manage your appointments. 

![image-png-May-13-2026-01-06-02-2238-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-01-06-02-2238-PM.png?width=670&height=339&name=image-png-May-13-2026-01-06-02-2238-PM.png)

#### Step 2: Access the Waitlist Feature

Once you open Calendar, click the **"Waitlist"** button on the right-hand side of the screen. A panel will then appear on the right side of your screen, allowing you to manage the waitlist feature.

![image-png-May-13-2026-02-57-33-1684-PM](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-02-57-33-1684-PM.png?width=670&height=377&name=image-png-May-13-2026-02-57-33-1684-PM.png)

#### Step 3: Locate the Client

In the waitlist panel, view all clients listed under the "Waiting" tab or use the filter options to quickly find the client you wish to notify.

![waitlist 12](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2012.png?width=289&height=514&name=waitlist%2012.png)

#### Step 4: Send the Self-Book Notification

Find the client for whom an opening has become available, then click the notification button to notify them that they can book the appointment.

![waitlist 13](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2013.png?width=380&height=234&name=waitlist%2013.png)

![waitlist 14](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2014.png?width=380&height=75&name=waitlist%2014.png)

**NOTE:** Before sending the notification, make sure that waitlist notifications are enabled under [Client Notifications](https://app.pabau.com/client-notifications) in the Setup. To customize the template that will be sent to clients when there is a slot available, follow the steps in [this guide.](https://support.pabau.com/en/pabau2/client-notifications?hsLang=en)

Once the notification is sent, the client will receive an email to inform them that they can book the available appointment slot. 

Now that you know how to send notifications to clients, you can easily manage the waitlist and ensure clients are notified when an appointment slot becomes available.

---

### How to Edit the Waitlist Notification

#### Step 1: Navigate to Setup

Start by [logging in to your Pabau account](http://app.pabau.com/) using your login credentials. Then, navigate to the [Setup](https://app.pabau.com/setup) page. Under the Marketing & Communications section, you will find ''Communications.'' Click to expand, and it will reveal the Client Notifications tab. 

![](https://support.pabau.com/hs-fs/hubfs/image-png-May-13-2026-03-05-09-2551-PM.png?width=670&height=202&name=image-png-May-13-2026-03-05-09-2551-PM.png)

#### Step 2: Select the Waitlist Notification

On the Client Notifications page, you’ll see all the automated communication templates sent to clients. To edit the standard template for the **''**Waitlist'' Notification, simply click on it.

![waitlist 15](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2015.png?width=593&height=270&name=waitlist%2015.png)

#### Step 3: Edit Notification

All your editing options are listed on the left-hand side in theBuilder section. You can make adjustments there and preview your changes in the **''**Preview'' section.

You can edit the background, text, and button colors. You can also add additional text to the notification, adjust the logo size, and include your social media icons.

![waitlist 16](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2016.png?width=567&height=244&name=waitlist%2016.png)

To edit the SMS notification, switch to the SMS Text tab and update the text in the message box. You can also add merge tags to include details like client information, appointment specifics, date, time, and more.

![waitlist 17](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2017.png?width=589&height=187&name=waitlist%2017.png)

#### Step 4: Save Changes

After making the adjustments, click the ''Save'' button on the top right corner to finalize the changes. 

![waitlist 18](https://support.pabau.com/hs-fs/hubfs/Calendar%20category/waitlist%2018.png?width=556&height=227&name=waitlist%2018.png)

By following these steps, you can customize your waitlist notification template.

---

### How to Enable Waitlist in Online Bookings

In this article, you will learn how to enable the Waitlist feature in Online Bookings. This feature allows your clients to add themselves to a waitlist when no appointment slots are available.

#### Step 1: Open Pabau Studio

Go to **More → Online Bookings** (or **Setup → Online presence → Online Bookings**) and click **Customise page** to open Pabau Studio.

![Setup, Online presence, Online Bookings](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-setup-online-presence.png?width=650&name=r1027-setup-online-presence.png)

#### Step 2: Open the Date & Time Settings

Click **Edit**, open the **Date & Time** page from the strip at the top, then hover the calendar and click the **Date & Time** label.

![The Customise page button on Online Bookings](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-ob-customise.png?width=638&name=r1027-ob-customise.png)

#### Step 3: Enable Waitlist

On the **Layout** tab, switch on **Show waitlist**. Until you change it here, your booking page follows the waitlist choice from your classic Online Booking settings.

![Show waitlist on the Layout tab of the Date & time section](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-st-dt-layout.png?width=625&name=r1027-st-dt-layout.png)

#### Step 4: Publish Your Changes

Click **Done**, then **Publish**. Nothing reaches clients until you publish — see [New Online Bookings Part 3: Set Booking Steps and Availability Rules](https://support.pabau.com/en/pabau2/new-online-bookings-part-3-set-booking-steps-and-availability-rules?hsLang=en).

![The Publish button in Pabau Studio](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-st-publish.png?width=540&name=r1027-st-publish.png)

Make sure **Enable online bookings** is on, under **Settings** in the Studio top bar.

For the Studio Settings switches, see [New Online Bookings Part 2: Customise and Publish Your Booking Page in Pabau Studio](https://support.pabau.com/en/pabau2/new-online-bookings-part-2-customise-and-publish-your-booking-page-in-pabau-studio?hsLang=en).

Once the waitlist is enabled, this is how it will appear to your clients in Online Bookings.

![The Can’t find a spot? banner with the Join Waitlist button](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-bp-datetime-waitlist.png?width=380&name=r1027-bp-datetime-waitlist.png)

Enabling the Waitlist feature allows your clients to join a waitlist when appointments are fully booked, helping you manage demand more effectively. By following the steps above, you can easily activate or deactivate this feature to suit your clinic’s needs.

---

### How to Join the Waitlist via Online Bookings

This article explains how clients can join the waitlist from the online booking portal.

#### Step 1: Open Your Booking Page

Clients open your booking page from the **Book Now** button on your website or from a link you send them. You can copy your booking link from the **Share** tab of Online Bookings.

![The Share tab of Online Bookings, with Copy link](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-ob-share.png?width=670&name=r1027-ob-share.png)

#### **Step 2: Choose a Service**

Clients choose the service they want and continue through the booking steps, as described in [How to Book an Appointment Online (New Booking Page)](https://support.pabau.com/en/pabau2/how-to-book-an-appointment-online-new-booking-page?hsLang=en).

![Choosing a service on the booking page](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-bp-services.png?width=449&name=r1027-bp-services.png)

Depending on your booking steps, they may also choose a location and a team member before they reach the date and time.

![Choosing a team member on the booking page](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-bp-provider.png?width=520&name=r1027-bp-provider.png)

**NOTE:** For more information about the waitlist, please refer to [this article.](https://support.pabau.com/en/pabau2/waitlist-1)

#### **Step 3: Choose a Date and Time**

On the date and time step, clients see the available times. When you have **Show waitlist** switched on, they also see a **Can’t find a spot?** banner with a **Join Waitlist** button.

![The Can’t find a spot? banner with the Join Waitlist button](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-bp-datetime-waitlist.png?width=380&name=r1027-bp-datetime-waitlist.png)

#### **Step 4: Join the Waitlist**

Clients must be signed in to join the waitlist. If they are not signed in yet, they are asked to sign in with their email address and the code Pabau emails them, and then carry on.

#### **Step 5: Choose a Waitlist Slot**

Clients choose when they could come in on that day — **Any slot**, **Any morning slot**, **Any afternoon slot**, **Any evening slot** or a **Custom slot** with their own time range — and click **Join waitlist**.

![Choosing a waitlist slot](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-wl-choose-dlg.png?width=359&name=r1027-wl-choose-dlg.png)

They then see **You're on the waitlist** and click **Done**.

![You’re on the waitlist](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-wl-done-dlg.png?width=349&name=r1027-wl-done-dlg.png)

Once clients join the waitlist from your booking page, an entry will appear in the calendar under the Waitlist tab, marked with the Pabau logo icon to show the client joined from your booking page.  
![A waitlist entry added from the booking page, marked with the Pabau logo icon](https://support.pabau.com/hs-fs/hubfs/kb/refresh-1027/r1027-wl-entry-connect.png?width=416&name=r1027-wl-entry-connect.png)

If an available slot opens up, you can send a self-book notification to the client, allowing them to book the appointment themselves, or you can book the client directly. If you plan to book the client, please contact them first to confirm.

To learn more about sending a self-book notification to a client so they can book themselves, refer to [this article.](https://support.pabau.com/en/pabau2/how-to-send-waitlist-notifications-for-self-booking?hsLang=en)If you'd like to know how to book a client from the waitlist, refer to [this article.](https://support.pabau.com/en/pabau2/how-to-book-a-client-from-the-waitlist?hsLang=en)

By following these steps, your clients can successfully join the waitlist through online bookings.

Now that you know how to use the Waitlist feature, you can efficiently manage last-minute cancellations and keep your schedule full. 

---

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