Are you a business that wants to incorporate appointments into your customer flow? Would you like your customers to interact with your business on a reservation basis? If you think that your business would benefit from booking appointments, enable the 'Bookings' function in your Waitwhile Location!

Turn Bookings On

To turn on the ‘booking’ function in your Waitwhile Location, go to Settings > Location > Bookings. Waitwhile will take all of the information you set up for your Waitlist and add 'dates and times' to make a customized Booking page for your business.

  • Booking Times - Manage which times your customers can schedule bookings and how long each booking is

  • Availability - Manage many bookings can be made at the same time

  • Booking Rules - Control who is allowed to schedule and change a booking

  • Geo-fence - Allow signup only if user is within X feet of your location

  • Calendar Display - Customize how your calendar is displayed

  • Sync with waitlist - If bookings should automatically be moved into the waitlist to help you streamline walk-ins with your scheduled visits

  • Auto remove - Automatically expire bookings after a set time

If you want your Guests to be able to make Bookings with your Business, you can share the URL under Settings > Public > Bookings. This gives your customers the ability to make their own appointments for whenever is good for them inside your normal business hours you have set up for your Location.

Create the Right Booking Flow for Your Team

There are a few different ways to use Bookings for your Team in Waitwhile. To figure out which one is right for you, start by determining what type of Booking Flow you’d like to create for your Business.

Option 1: Settings > Team / Resources. ‘Resources’ are the ‘person, place, or thing’ that is providing a Service to your guests. By creating Resources Waitwhile gives you the option to allow each resource to have its own calendar just for them. This is a great feature for business models like Barbershops, Hair Salons, Nail Studios, and Recruiting Offices where there are many employees, and each one wants to take their own individual bookings.

Option 2: If you have created Resources, but you want them to all share the same Booking calendar, simply turn OFF “Every Resource has a separate calendar”. This will force all of your Resources to share the same calendar and number of Booking Slots you have listed in that section.

Booking Messages

If your Guest starts their experience with Waitwhile as a Booking, they will be sent ‘Booking Messages’ throughout their experience at your business. You can customize the messages that are sent to your Guest (SMS or Email), to tell them what you want them to do to prepare for their visit or advise them when and where to go when they arrive. For more about configuring your Messages, click HERE.

The Calendar Icon

When your guests schedule a time to take part in a Service at your Business, they will show under the ‘Calendar’ icon called ‘Bookings’. When you click this icon, the calendar will display here for you and your employees based on the options you have selected in Settings > Bookings > Calendar Display.

How Bookings Appear in the Booking Tab

As your Guests make Bookings with your business, they will show on the Booking Tab (Calendar Icon). Be sure to check out at the ‘filter’ options at the top right of the screen.

Clicking the BLUE '+' sign gives your team the ability to add a Bookings to the schedule from the back end of Waitwhile.

When you have a Booking scheduled, you can click on the colored box to see the booking details in the Action Panel on the right.

How to Manage the Flow

There are many different ways to manage the flow of your guests into your location - here are just a few suggestions for the most commonly used options we see in many of our customers.

OPTION 1 - “Check-in First”: If you are a business that wants to have your Bookings ‘check themselves in’ when they arrive for the scheduled time and then ‘wait somewhere until they are called’, check out the Settings > Public > Arrivals. Here, you can learn how to make an arrival kiosk for your Guests and download QR codes to make it easy for your Bookings to ‘check-in’ from their phones.

OPTION 2 - Add Bookings to the Waitlist: If you are a Business that wants to add Bookings to the Waitlist when they arrive, you can do that manually from inside the Action Panel on the Booking tab.

If you want to have Waitwhile do it automatically for you, go to Settings > Location / Bookings - Sync with Waitlist. By default the Bookings will be added to the TOP of the waitlist based on the time frames you have selected.

Tell the World About Your Bookings

When you’ve finished, share the link for your Location to your Guests with the Online Booking link found under Settings > Public / Online Booking. This page shows all of the options available for the ‘public-facing’ portion of the Guest experience.

Need more help? Check out this article if you need help figuring out why your Booking Slots aren't showing.

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