---
title: Using the waitlist
slug: managing-the-waitlist
category: Appointments & Scheduling
url: https://alaga.io/help/article/managing-the-waitlist
audiences: all
updated: 2026-08-18
source: Alaga Help Center
---

# Using the waitlist
When you are full, put the client on the waitlist instead of turning them away. Two places show the same list: the **Waitlist** tab on the Calendar page, and the full **Waitlist** page under Appointments in the sidebar.

## Adding someone

Press **Add to Waitlist** and fill in:

- **Client** (required) and **Pet** (optional)
- **Service** (optional)
- **Requested Date** (required)
- A preferred time range — both ends default to "Any time"
- **Notes** for anything else, such as "mornings only"

## The five states

**Waiting**, **Notified**, **Booked**, **Expired**, **Cancelled**. The page has a tab for each, and the first three carry counts.

## When a slot opens

Two things can happen:

- **Automatically.** Cancelling an appointment triggers Alaga to look for matching waitlist entries and reach out.
- **By hand.** On a Waiting entry, open the row menu and choose **Notify Client**. The client is emailed and the entry moves to Notified with a 24-hour window before it expires.

## Turning it into a booking

Choose **Convert to Booking** on a Waiting or Notified entry. The New Appointment form opens with the client, pet, service and preferred time already filled in. The waitlist entry is only marked Booked once the appointment is actually created, so abandoning the form does not lose the client's place.

**Cancel Entry** removes someone who no longer needs the slot; the confirmation dialog offers Cancel Entry or Keep Entry.

## From the client's side

If a pet parent tries to book online on a day that is fully booked, the booking page offers to add them to the waitlist, with an optional preferred time range and a **Join Waitlist** button. Those entries land in the same list you are looking at.