Clinic Membership
    Get started
    Help CentreServices & booking
    Back to Services & booking

    Set up the waitlist

    Queue new patients who cannot book yet, and alert existing patients when a slot opens up.

    Clinic Membership has two waitlists. New patient waitlist holds people who need a consultation invite before they can book. Smart waitlist alerts existing patients when a matching slot becomes free — useful when someone cancels.

    Turn on the new patient waitlist

    1. Go to Settings → Calendar.
    2. Scroll to New patients → New patient onboarding.
    3. Choose Waitlist (instead of open booking or consultation-first).
    4. Click Save settings.
    5. Go to Admin → Waitlists → New patients tab.
    6. When someone is ready to book, click Send invite on their row.
    New patient onboarding set to Waitlist
    Settings → Calendar — set New patient onboarding to Waitlist.
    New patients waitlist with Send invite button on a queued entry
    Admin → Waitlists → New patients — click Send invite when you are ready for them to book.

    Manage the smart waitlist

    1. Open Admin → Waitlists → Smart waitlist tab.
    2. Patients appear here when they opt in for slot alerts on a treatment.
    3. When a slot opens, they receive an alert and can book from the link.
    4. Use Remove from waitlist to turn alerts off and clear them from this list.

    Note

    If a location has an Appointment buffer, smart waitlist uses the longer block (treatment + buffer) when deciding whether a freed slot is long enough — same as the calendar.

    Waitlists admin page with Smart waitlist tab selected
    Smart waitlist — existing patients with slot alerts turned on.

    Turn alerts off on the patient card

    1. Open the patient card (Admin → Patients, or Search patient).
    2. Find the Smart waitlist section.
    3. Untick Receive alerts to stop email, WhatsApp, and SMS slot notifications.
    4. Ideal days and treatments stay saved — tick Receive alerts again when they want notifications.
    5. Or open Slot alert preferences for the same checkbox and a summary of their times.
    Patient card Smart waitlist section with Receive alerts checkbox
    Patient card — Receive alerts turns notifications off without clearing their preferences.

    How patients turn alerts off themselves

    1. The patient signs in to your clinic patient portal.
    2. Opens Dashboard & bookings (or My ideal appointment times).
    3. Clicks Edit on My ideal appointment times.
    4. Unticks Email me when a matching slot opens, then Save.
    5. Their preferred days and times can stay on file; they simply stop getting alerts.

    Tip

    Patients can also join or update the smart waitlist right after booking online (Join smart waitlist). Turning the checkbox off later is the usual way to stop alerts without calling reception.

    What happens next

    Still stuck?

    Send us a message and we'll get you sorted. If you're logged in, you can also use the ? Help button in your admin dashboard.

    Contact support