Waitlist

Manage and oversee the client waitlist from a centralised location.

About the Waitlist

Caspen advance Waitlist offers a fast overview and efficient management of your clients awaiting support. It automatically matches them based on preferences like appointment location, practitioner, preferred day, and time of the week. You can also use default or custom tags for even greater flexibility when filtering clients.

Add and Edit Waitlist Clients

Go to Waitlist-> Add entry | Edit or navigate to https://app.caspen.com/waitlist

Whether you're adding a new client to the list or editing an existing one, the following options are available:

• Client Details: Client information

• Location: If multiple locations are available, the client can be added to the waiting list for one or all locations.

• Practitioner: The client can be added to the waiting list for a specific practitioner or all available practitioners.

• Service: The service the client wishes to book.

• Preferred Days: The client's preferred days of the week (Monday to Sunday).

• Preferred Times: The client's preferred time range (Morning, Afternoon, Evening).

• Notes: Any relevant notes related to the appointment.

• Tags: Customisable tags (e.g., Urgent, Medium Priority) can be set under Settings > Business Tag

Waitlist Client actions

Each client record on the waitlist can be either in Open or Closed status, with the following actions available:

• Edit - Update client waitlist details and preferences

• Close - A closed waitlist record will be moved to the Closed Clients tab and can be reactivated anytime.

• Delete- A deleted waitlist record cannot be undone or reactivated.

Waitlist Matches

Once a client is added to the waiting list, they will be automatically matched whenever a new appointment is created in the Calendar that aligns with their preferences.

The practitioner can simply select the client from the match list and fill in the appointment details; the client will then be automatically removed from the waiting list and placed in a closed status.

Summary

The Caspen Waiting List offers an efficient solution for managing clients awaiting support. It provides a comprehensive overview of clients and automatically matches them with available appointments based on their preferences, such as location, practitioner, and preferred scheduling times. Practitioners can seamlessly select clients from the match list, populate appointment details, and the system will automatically update the waitlist by transitioning clients to a closed status. Additionally, Caspen supports custom tags for enhanced client filtering and organisation. Client records can be marked as either Open or Closed, with the option to reactivate closed records, while deleted records are permanently removed and cannot be recovered.