1. Enable the waitlist for a class type or session
You set the waitlist limit on the class type and can change it for a specific session when needed. A value of 0 means the waitlist is off. The limit sets how many people can wait; once the waitlist is full, no further requests are accepted.
Participants see the option to join the waitlist only when every place is taken and the cancellation window is still open. If places are free, Studio offers a regular booking instead.
2. What people on the waitlist see
Joining the waitlist is not yet a booking. Before joining, participants see the terms and agree to be booked automatically when a place opens, using a pass entry or with an amount payable to the school. The entry or amount is settled only when they are booked from the waitlist.
Participants check their position in My bookings, where they can also leave the waitlist if their plans change.
3. Automatic booking after a cancellation
When someone cancels before the cancellation deadline, Studio books the first eligible person on the waitlist in the same operation and emails them a confirmation. The waitlist is also checked when a change to the session frees a place.
An eligible person is someone whose booking meets the class rules. In partner classes, Studio checks the chosen role and role limits, and books a pair only when two matching places are free. Anyone who does not fit yet stays on the waitlist and is told they were skipped, and Studio moves on to the next person.
If the time, room or accepted price changes before the booking happens, the entry is closed and the participant receives a message. Studio does not book anyone on terms they have not accepted.
4. Your team stays in control of the queue
From a session’s attendance list, staff open its waitlist. They see the order, the status of each entry and the reason for the last skip if Studio could not book someone.
- Book a chosen person from the waitlist out of order. Manual promotion can exceed the class capacity.
- Remove an entry from the waitlist, giving a reason.
- Change a booked participant’s role. Studio then checks the waitlist again.
5. After the cancellation deadline
The cancellation window is also the limit for the waitlist. Once it has passed, Studio no longer books anyone from the waitlist, automatically or manually, and accepts no new requests. Nobody is given a place at a point when they could no longer cancel it themselves. You set the length of the window in your school’s booking rules.
If the session is cancelled, waitlist entries are closed and the people waiting are notified by email.
Frequently asked questions
Is joining the waitlist a booking?
No. People on the waitlist are waiting for a place and agree in advance to be booked automatically. The pass entry or amount due is settled only when they are booked from the waitlist.
Who gets a place that opens up?
The first eligible person on the waitlist, meaning someone whose booking meets the class rules. Studio books them in the same operation in which someone cancels, and sends them an email confirmation.
Can staff book someone out of turn?
Yes, before the cancellation window closes. From a session’s attendance list, staff open its waitlist and move the chosen person to the booked participants. A manual promotion can exceed the number of places.
What happens to the waitlist after the cancellation deadline?
Studio no longer books anyone from the waitlist, automatically or manually, and accepts no new requests. If the session is cancelled, people waiting receive an email notification.