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Book Waitlist Appointments
Match preferred times to staff openings and confirm appointments
Use this Agent instantly or customize it - no programming needed
- Waiting appointment requestsWaiting appointment requests
Your team adds each customer's preferred times and selected staff calendar to the waitlist.
- Available appointment timesAvailable appointment times
Your staff calendar shows openings for the requested appointment type and preferred dates.
- Staff calendar settingsStaff calendar settings
Your calendar settings control which appointment types and hours each staff member offers.
- Current check timeCurrent check time
Your 15-minute schedule supplies the current time so past preferences can be skipped.
Your appointment scheduling tool holds staff-entered requests, shows open times, books appointments, and sends booking notices.
- Missing detail reportMissing detail report
Your coordinator sees which detail a waiting request needs before booking can continue.
- No matching time reportNo matching time report
Your coordinator sees that the customer has no matching opening yet.
- Booked appointmentBooked appointment
Your customer's confirmed time appears on the chosen staff calendar.
- Customer confirmationCustomer confirmation
Your customer receives the confirmed appointment time by email.
- Staff booking noticeStaff booking notice
Your assigned staff member receives the booking notification for their calendar.
This Agent checks your staff-entered appointment waitlist every 15 minutes. It matches customer preferences to openings on the chosen staff calendar. It books a matching slot and sends the confirmed time to both people.
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LeadConnectorUsed as:
- Appointment scheduling tool
LeadConnector holds staff-entered requests, shows open times, books appointments, and sends booking notices.
ZoomUsed as:
- Appointment scheduling tool
Zoom holds staff-entered requests, shows open times, books appointments, and sends booking notices.
Microsoft Office 365Used as:
- Appointment scheduling tool
Microsoft Office 365 holds staff-entered requests, shows open times, books appointments, and sends booking notices.
Microsoft ExchangeUsed as:
- Appointment scheduling tool
Microsoft Exchange holds staff-entered requests, shows open times, books appointments, and sends booking notices.
Made for your industry
Book Waitlist Appointments is made for businesses in these industries.
- Healthcare
Book waitlisted patients into open visits with their chosen clinician.
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Book waitlisted clients into open treatment times with their chosen provider.
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Book waitlisted service visits in customers' preferred time ranges.
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Book waitlisted training sessions with the chosen instructor.
Show all Agents for the Sports and Recreation industry - Veterinary Services
Book waiting pet visits with the chosen veterinary team member.
Show all Agents for the Veterinary Services industry - Coaching
Turn waitlisted session requests into bookings with the chosen coach.
Show all Agents for the Coaching industry - Tattoo Studios
Book waitlisted clients into open sessions with their chosen artist.
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Made for your role
Book Waitlist Appointments is made for people in these roles.
- Scheduling Coordinator
Turn waiting requests into confirmed bookings on the chosen staff calendar.
Show all Agents for the Scheduling Coordinator role - Receptionist
Book waiting customers into open times and send their confirmations.
Show all Agents for the Receptionist role - Office Manager
Keep waiting client requests moving into confirmed staff appointments.
Show all Agents for the Office Manager role - Service Advisor
Book waiting service customers into open shop appointments.
Show all Agents for the Service Advisor role
Made for your department
Book Waitlist Appointments is made for people in these departments.
- Customer Service
Turn customer time preferences into confirmed staff appointments.
Show all Agents for the Customer Service department - Scheduling
Match waiting requests to open staff calendars and confirm bookings.
Show all Agents for the Scheduling department - Front Desk
Book customers from the waitlist into open staff appointments.
Show all Agents for the Front Desk department
How Book Waitlist Appointments works
4 steps, in order, on every run.
-
Read Waiting RequestsRead staff-entered requests in the Waiting list. Flag missing booking details for your scheduling coordinator to review.
-
Check Staff OpeningsCheck available times on the chosen staff calendar against the customer's preferred ranges. Keep unmatched requests Waiting for the next check.
-
Book a Matching SlotRecheck the earliest matching opening, then book it from the waitlist. Try another preferred opening if the slot disappears.
-
Confirm the Booked TimeLet the appointment system email the customer and notify the assigned staff member. Verify the booking before retrying a failed confirmation.
How to Get Started
Connect the tools you already use, such as LeadConnector, Zoom or Microsoft Office 365.
4 tools
- Enable the appointment waitlist on a plan that supports it, and use its Waiting list as the staff appointment request queue.
- Create a calendar for each staff member, assign the appointment types each can take, and set their working hours and booking limits.
- Have staff enter the customer's name, email, appointment type, time zone, preferred date and time ranges, and intended staff calendar when adding a request.
- Enable booking confirmation emails for customers and booking notifications to the assigned staff member on each staff calendar.
- Set the check to run every 15 minutes and decide how the coordinator will review requests that have no matching opening.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Book Waitlist Appointments:
Yes. Your staff choose the intended staff calendar when adding a request. The Agent books only on that calendar.
The request stays in Waiting for the next check. Your scheduling coordinator can review requests without an opening.
The request stays in Waiting. Your scheduling coordinator gets the missing detail to resolve before booking.
Yes, when you enable customer confirmations and staff booking notices on the chosen calendar. Your coordinator reviews any failed confirmation.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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