The Wait List feature in Gingr allows you to take back-up reservations and appointments for busy days, and then easily accept waitlisted reservations when space becomes available.  In this article, you will learn how to view and manage the Wait List from the business side of Gingr.

This article includes:

• Viewing the Wait List
• Adding Reservations to the Wait List
• Managing the Wait List
• Automatically Cancelled Wait List Reservations
• Settings

Helpful Hints: Before you begin.

• You can configure user groups to receive a notification when reservations are added to the waitlist and when there are openings for the waitlist. Navigate to Left-hand Navigation: Reports & More » Groups and turn on the Notification: Reservation Added to Wait List and Notification: Opening For Wait List permissions.
  
  • These permissions can be local to only the location where the reservation is for or can be global, meaning a notification will display at all locations when a reservation is added to the waitlist or a spot opens up. 
  • For more information see our article on App Notifications. 
• Lodgings cannot be set up for Wait Listed reservations. A lodging can be selected once the reservation is accepted/ moved from the wait list.  

How to: Use the Wait List.

Viewing the Wait List

Employees with the 'Can Manage Wait List' user permission can view the wait list at any time from the Left Navigation menu. 

1.  Navigate to the Left-hand Navigation: Reservations » Wait List.
   
   

   

   
   
2. From here, you can view and manage all details of wait-listed reservations and appointments.  
   
   

When Capacity Limits Have Been Reached (business side):

If you are trying to make a reservation or appointment but your facility's capacity for the reservation type (or Facility Max Capacity) has been reached, you will get a message saying that capacity has been reached for one or more days. With this message, Gingr will give you the option to add the reservation or appointment to the Wait List.

Click the Add X Dates to Wait List button (with X being the total number of reservations/appointments being added to the wait list). They will be instantly added to and can be viewed on the Wait List. 

New Appointment Page (business side):

When you are creating a New Appointment, you have the option to add it to the wait list as well.  

1. Navigate to Left-hand Navigation: Reservation » New Appointment.
   
2. Select Location, Type, Service, and Date.
   
3. Choose the appointment time with an available Specialist.
   
4. Fill out the short form - enter all appointment details as usual.
5. Click the box next to Wait List?
   
6. Click Add reservation (s) to wait list.
   

   

7. You will get a Success! message in lower left corner of your screen.  The Appointment will be instantly added to and can be viewed on the Wait List. 

When space becomes available, you have the option to Accept and Confirm a reservation on the Wait List to fill that spot. If you choose this option, the reservation is automatically confirmed, and Gingr will not alert you in the future to request confirmation from the customer. If this is a reservation that requires lodging, you will have the chance to select it before finalizing the acceptance. The reservation will move from the Wait List to the Reservations tab of the Animal and Owner pages, and to the Facility Calendar.

If you have the Reservation Confirmation Email enabled for the specified reservation type and you Accept & Confirm then the Reservation Confirmation Email template will send.

Accept and Don't Confirm:

When you choose this option, the reservation will show up in the Unconfirmed section of your Dashboard 7 days prior to the start date of the reservation, at which time you can request confirmation by sending an email or text to the customer, or even manually confirm it. If this is a reservation that requires Lodging, you will be required to select it before finalizing the acceptance. The reservation will move from the Wait List to the Reservations tab of the Animal and Owner pages; and once confirmed, will appear on the Facility Calendar.

If you have the New Reservation Email enabled for the specified reservation type, then when you Accept & Don't Confirm that email template will send. 

Reject:

Rejecting a reservation on the Wait List is essentially canceling it. You may cancel a reservation on the Wait List for any reason; for example, if the customer has made other plans and no longer wishes to be on the wait list. When you reject the reservation, a pop up will give you the the option to provide a reason for cancellation.  

Your options are:

1. Select a Cancellation Reason from the drop down menu, then click the Cancel with Reason button. This will input the cancellation reason text you have set up for this cancellation reason into the cancellation email that is sent to the customer.
2. Click the Cancel with no Reason button.  This will cancel the reservation and will not input any special text into the cancellation email that goes to the customer.
3. Click the Whoops, go back! button if you decide not to cancel the reservation.