Configuring availability and resource tools in Waitwhile ensures your operations run smoothly with full transparency into your schedule. You can use these features to automate staff statuses, prevent booking conflicts, and manage your capacity with precision.
1. Availability tracing
Identify exactly why a specific time slot is blocked for a resource.
Accessing Tracing: In your Schedules or Calendar view, click on any unavailable (greyed-out) time slot.
Direct Links: A sidebar will appear detailing the cause of the blockage. Use the direct links provided in the sidebar to navigate straight to the settings required to fix the conflict.
2. Availability prompts
You can prompt staff to update their availability status automatically based on their activity.
How it works: If a staff member becomes active after being idle while marked as "Away", the system prompts them to switch their status to "Available."
Configuration: You can enable this and define the prompt frequency in Location Settings > Resources > Resource options.
3. Bulk update Visits
You can manage large-scale changes to visits without manual entry for every slot.
Batch Management: In the Visits tab, select multiple visits and use the Batch Editor to unassign, re-assign, or cancel bookings for a specific time period.
Custom Cancellations: Both batch and single cancellations trigger a dialog where you can choose to send a custom message to the guest.
4. Granular Bulk updates
Updating Hours: Within Resource Settings, you can now select and update specific hour ranges for multiple resources, locations, or services simultaneously.
Non-Destructive Edits: This allows you to add specific dates or modify individual weekdays without overwriting the existing weekly schedule.
5. Schedules improvements & shortcuts
"Next Available" Shortcut: When creating or editing a booking, use this quick action to instantly find the first open time slot for that service/resource combination.
Daily Syncing: Toggle "Same as opening/general hours" for individual days rather than the entire week for better flexibility.
Clarity: Look for improved tooltips and clearer visual warnings for hour conflicts directly within the Schedules tab.
Pro Tip: Use the "Next Available" button during busy periods to reduce manual scrolling and ensure you are booking the earliest possible slot for your guests.
Automatically make resources available after visit completion
When a visit is completed before its scheduled end time, the assigned resource will now become available immediately.
This ensures resources can be reassigned without waiting for the original booking duration to expire, improving overall availability and reducing idle time.
Prevent double bookings with unified resource availability
Ensure resources can’t be booked while they are actively serving a visit.
How it works
When a resource starts serving a visit, their calendar is automatically blocked.
New bookings cannot be scheduled during this time.
Once the visit is completed, the resource becomes available again.
How to use
Assign a resource to a visit
Start serving the visit
Complete the visit to free up the resource
Avoid conflicts with waitlist and booking overlap checks
Prevent scheduling conflicts by checking upcoming bookings before serving waitlist guests.
How it works
Before starting a waitlist visit, the system checks the resource’s upcoming bookings.
If there isn’t enough time, a warning is shown and the visit may be blocked.
Staff can proceed if override is enabled.
How to use
Select a guest from the waitlist
Assign a resource
Review any warning shown
Cancel or proceed (if allowed)
Have additional questions or need assistance? Reach out to us via chat or at support@waitwhile.com.