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Accepting Waitlist Requests Via Client Portal - Beta

Read this article to learn how to allow your clients to join your waitlist via the client portal

Accepting waitlist requests through your client portal gives your clients a simple, convenient way to let you know they’re waiting for an appointment — without needing to call or email your practice. This enhancement helps you capture demand more efficiently, link requests to client profiles automatically, and reduce manual admin for your team. In this article, you’ll learn how to enable waitlist requests on your client portal, what the experience looks like for clients, and how to set up automated notifications to keep both your clients and your team informed whenever a new request is submitted.

In this article: 

Enabling Waitlist On Your Client Portal

Your existing and prospective clients can easily add themselves to your waitlist directly through your client portal. To do that, 

  1. Navigate to Settings > Schedule > Client Portal > Access and Settings. 
  2. In the Portal Access section, turn on the 'Accept Waitlist Requests' switch.
  3. Save the changes. 


How Clients Can Join Your Waitlist From Client Portal

Once the waitlist requests are allowed on the client portal, this is what the clients will see on your client portal home page: 

To add themselves to the waitlist, 

  • Existing clients will simply log in to their account.
  • New clients can register if new client registration is enabled.
  • After logging in or registering, their Zanda profile will be linked with the Waitlist entry. 

Here's how a client will add themselves to the waitlist:

  1. Click 'Waitlist'
  2. 'Who do you want to book with?' - Select appointment practitioner or any practitioner for the requested appointment
  3.  'At which location?' - Select specific location(s) or any location for the requested appointment
  4. Select preferred days and times
  5. Type in any notes
  6. Click 'Submit'


Clients are also able to join the waitlist when

  • booking an appointment or

     
  • booking a class

  • they will be asked to complete the same steps to request a place on your waitlist. 


Set Up Client Portal Notifications When Waitlist Request Submitted

You can use the client portal notifications feature to send email or SMS automatic notifications to clients and your team members when a client adds themselves to your waitlist.

1. In Tools > Communication > Templates, create your templates to use for these notifications. You can create your own, or copy the ones provided here.

Email Name: Client Portal - Waitlist Confirmation to Client

Description: Email to confirm the client has added themselves to the waitlist via the Client Portal.
Email Subject: You're on the {BusinessName} waitlist – we’ll be in touch!

Content:
Hi {ClientFirstName},
Thanks for adding yourself to our waitlist. We’ve received your request and will let you know as soon as an appointment becomes available that matches your preferences.

In the meantime, you’re welcome to log in to the Client Portal anytime to check appointment availability.

If you have any questions or need to update your request, feel free to reach out at {BusinessPhone}.

We’ll be in touch soon!
{BusinessName}

SMS Name: Client Portal - Waitlist Confirmation to Client

Hi {ClientFirstName}, you were added to {BusinessName}  waitlist. We’ve received your request and will let you know as soon as an appointment becomes available that matches your preferences.

Email Name: Client Portal - Waitlist Notification to User

Description: Email to notify a user when a client has added themselves to the waitlist via the Client Portal.
Email Subject: A client has joined your waitlist

Content:
Hi {ClientPreferredPractitionerShortName},
Heads up – a client has just added themselves to your waitlist via the Client Portal. Here are their details:
Name: {ClientFullName}
Mobile number: {ClientMobilePhone}
Email: {ClientEmailAddress}

You can review and manage waitlist requests directly from your calendar.
Your Zanda Client Portal

 

2. After your communication templates are ready, go to Settings > Schedule > Client Portal > Notifications. 

3. Scroll to the 'Waitlist Request Submitted' section. 

4. Review and enable the recipients' settings. You can select to send notifications to 

  • Client's Primary Practitioner
  • The Client
  • These Email Addresses - Comma separated list of email addresses manually entered by you. 

5. For each recipient type, select a notification template that Zanda will automatically use whenever a client adds themselves to your waitlist.

6. Save changes. 

Once you've set up these notifications, they will be triggered every time a client submits a request to join your waitlist from your client portal.