Waitlist for bookings — How to set it up and use it

Have you ever tried to book a court only to find it already taken? With Apoing's waiting list, you no longer need to keep checking manually: the system notifies you automatically the moment a slot becomes available and gives you a window of time to confirm the booking.

The waiting list is an optional feature that administrators enable on a per-calendar basis. When active, a user can join the waitlist for a fully booked time slot. If someone cancels their booking, the first person in the queue receives an email notification with a direct link to confirm the booking. If they do not confirm within the configured time limit, the system moves on to the next person in the queue.

How it works — step by step

1. The user tries to book a slot that is already taken

When tapping on an already-booked time slot in the calendar, Apoing offers the option to join the waiting list if the calendar has this feature enabled. The system shows how many people are already waiting and the maximum allowed.

2. The user joins the waitlist

After confirming, the user is registered in the queue with their position. They can check their active waiting lists at any time from the My Waiting Lists section in their profile.

3. A slot becomes available

When someone cancels their booking on a time slot with an active waiting list, the system automatically notifies the first user in the queue by email. The email includes the available slot details, the time they have to confirm, and a direct link to confirm the booking in one click.

4. The user confirms (or does not confirm)

The notified user can confirm the booking in two ways:

• By clicking the link in the email, which takes them directly to the confirmation page.
• By logging in to the platform, going to My Waiting Lists, and confirming from there.

If they do not confirm before the time limit expires, their notification lapses and the system moves on to the next user in the queue.

5. The booking is confirmed

Once confirmed, the user holds a firm booking just like any other. The remaining users in the queue stay in line in case of a further cancellation.

Slot lock period

At the moment the system notifies a user in the queue, the time slot is temporarily locked to prevent anyone else from booking it. This guarantees the notified user has priority to confirm. If the time expires without confirmation, the lock is released and the slot becomes available for the next person in the queue.

Configuration for administrators

The waiting list is configured per calendar, from each court or facility's edit screen. Go to Options → Calendars, select or create the desired calendar, and scroll down to the "Waiting list" section.

Configuration fields

• Enable waiting list: Toggles the feature on or off for this calendar. When disabled, the system shows an error when a user tries to book an occupied slot. This option is not available for calendars with capacity control (aforo).
• Time limit to confirm (minutes): The maximum time the notified user has to confirm their booking before the system moves on to the next person. The default is 30 minutes. You can adjust this to suit your needs — for example, 60 minutes for late-night slots when users may not be immediately available.
• Maximum people on the waitlist: The maximum number of users who can wait simultaneously for the same time slot. Once this limit is reached, no further join requests are accepted. The default is 5.

How users interact with the waitlist

Joining a waiting list

From the booking calendar, tap on the desired time slot. If the slot is taken and the calendar has the waiting list enabled, a "Join waitlist" button will appear. Tapping it registers you in the queue and shows you your position.

Checking your active waiting lists

You can see all your active waiting lists from the My Waiting Lists section in the user menu. There you will see:

• The calendar and time slot you are waiting for.
• Your current position in the queue.
• The status: Waiting (waiting for a slot to open) or Spot available! (you have been notified — confirm before the time expires).

Confirming from the email

When a slot becomes available for you, you will receive an email with a direct confirmation link. Clicking it takes you to a confirmation page. If you are already logged in, the booking is confirmed automatically. If you are not logged in, the system will ask you to sign in first and then process the confirmation.

Leaving a waiting list

If you no longer want the slot, you can leave the list at any time from My Waiting Lists by tapping the "Leave list" button. Your position will be released and the rest of the queue will move up.

What happens if I don't confirm in time?

If you receive the notification but do not confirm before the time limit expires, your notification lapses. The system automatically moves on to the next user. However, you remain on the waiting list and may be notified again if another cancellation occurs before the event date.

Frequently asked questions

• Can I be on the waiting list and also have another booking at the same time? Yes, you can join the waitlist even if you already have a booking at that time. If a slot becomes available and you choose not to confirm it, simply let the time expire and the system will move on to the next person.
• Will I receive an email when I join? Yes, you will receive a confirmation that you are on the list. When a slot opens and it is your turn, you will receive a second email with the notification, the time you have to confirm, and the direct confirmation link.
• Does the confirmation link work without being logged in? The link takes you to the confirmation page. If you are not logged in, the system will ask you to sign in first and then process the confirmation automatically.
• Can I join multiple waiting lists at the same time? Yes, you can be waiting for different time slots or calendars simultaneously.
• Can the administrator see who is on the waitlist? Yes. On the booking screen, each slot with people waiting shows an indicator with the number of users in the queue. Tapping it reveals the name and email of each person.