Introduction
Groovio’s new Waitlist and Waitpool features provide powerful tools for managing fully booked classes. These options ensure that students can still express interest in a class and be notified when spots open up, helping studios maintain efficiency and maximize attendance. This article will explain the difference between Waitlists and Waitpools, how to configure them, and key operational details to get the most out of these features.
What Are Waitlists and Waitpools?
Waitlist
A Waitlist allows students to join a queue when a class is full. When a spot opens up:
Notifications are sent one student at a time in the order they joined the waitlist (first-in, first-out).
You can configure notification intervals (e.g., every 2 hours) to give students adequate time to respond before notifying the next person in line.
Notifications are only sent between 8:00 AM and 9:00 PM, ensuring students are contacted at appropriate times.
Waitpool
A Waitpool notifies all students in the pool simultaneously when a spot becomes available. This option can be used from the beginning or configured to activate automatically a set number of hours before the class begins (e.g., 4 hours before). This approach is ideal for last-minute bookings or when managing high-demand classes.
How to Enable Waitlists and Waitpools
Navigate to Manage Studio > Classes.
Select the class where you want to enable Waitlist or Waitpool functionality.
Turn on the feature and choose one of the following options:
Waitlist Only: Students will be notified individually in the order they joined the list.
Waitpool Only: Students will all be notified simultaneously when a spot opens.
Auto-Switch to Waitpool: Configure the system to switch from Waitlist to Waitpool a set number of hours before the class begins.
Set additional parameters, such as:
Notification Interval: Specify how much time each student has to respond before the next person is notified.
Switch Time for Waitpool: For example, if you set the switch time to 4 hours and students can join up until 1 hour before class, the waitpool will activate 5 hours before the class starts.
Save your changes to apply them to the class.
How Notifications Work
Waitlist Notifications
Notifications are sent in a queue, starting with the first person who joined.
Each student receives an email and a mobile app notification, which includes a direct link to book the available spot.
If the spot remains unbooked, the next person in line is notified after the specified interval (e.g., 2 hours).
Notifications are paused between 9:00 PM and 8:00 AM to avoid late-night disruptions. If a spot opens during this window, notifications resume at 8:00 AM.
Waitpool Notifications
All students in the pool are notified simultaneously when a spot becomes available.
Notifications are immediate and not restricted by time, making this option ideal for last-minute cancellations or openings.
Exceptional Cases
The following scenarios may affect how Waitlists and Waitpools function:
Auto-Cancellation and Can-Join-Until Times:
If a class has both auto-cancellation and can-join-until times configured, the system calculates the waitpool activation time based on the earlier of the two. For example:Auto-cancellation time: 1 hour before class.
Can-join-until time: 60 minutes before class.
Waitpool activation (configured 4 hours before): This occurs 5 hours before the class.
Multiple Notifications:
If a second spot becomes available while the first notification cycle is still active, a new notification cycle will begin. This ensures all vacancies are promptly filled.Pro-Rate and Drop-In Rules:
For course classes with pro-rate enabled but drop-ins disabled, notifications will only be sent if all sessions from the current date onward have vacancies.
Best Practices for Using Waitlists and Waitpools
Set Clear Notification Intervals:
Choose intervals that balance prompt responses with giving students adequate time to act. Two-hour intervals are a common choice.Decide When to Use Waitpool:
Use waitpool for last-minute openings to maximize the chances of filling vacant spots. For high-demand classes, consider switching to waitpool a few hours before the class begins.Communicate Waitlist/Waitpool Rules:
Inform students about how these features work, including the notification process and any restrictions (e.g., booking cut-off times).Monitor and Adjust Settings:
Regularly review your Waitlist and Waitpool settings to ensure they meet the needs of your studio and students.
FAQs
Q: Can students join both a Waitlist and a Waitpool for the same class?
A: No, a class will only have one system active at a time. You can configure it to switch from Waitlist to Waitpool as needed.
Q: What happens if a spot opens at midnight?
A: For Waitlists, notifications will pause and resume at 8:00 AM. For Waitpools, notifications are sent immediately, regardless of time.
Q: Can I customize the notification message?
A: Yes, you can edit the notification templates to match your studio’s branding and communication style.
Q: Can a student leave a Waitlist?
A: Yes, a student can leave a Waitlist by viewing the class in the app and pressing the button that says 'Leave Waitlist'.
Conclusion
Waitlists and Waitpools offer flexible, efficient ways to manage class bookings for full sessions. By tailoring these features to your studio’s needs, you can ensure students have a fair chance to book open spots, maximize attendance, and streamline class management. For more assistance, contact Groovio support.