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Waitlist

The waitlist tracks customers waiting for monthly studio availability. When a studio opens up, staff can fulfill waitlist entries to move people into lockouts. This guide covers managing the waitlist and processing entries.

How Customers Join

When customers click Join Waitlist on the website, they're directed to the contact form to inquire about availability. The form allows them to select multiple locations they're interested in.

The request is emailed to the community manager for each selected location. Once the community manager receives the inquiry:

  1. Create the customer's account if needed
  2. Use Add to Waitlist to generate a payment link
  3. Send the link to the customer
  4. Customer pays to complete their waitlist entry

Payment options include credit card or ACH bank transfer.

After payment, customers see a confirmation page showing their preferences, deposit amount, and what happens next. They can view their waitlist status anytime at /account/waitlist but can't edit—they need to contact staff for changes.

Finding Waitlist Entries

Go to Staff → Waitlist to see all entries.

From the list:

  1. Use the search bar to find by customer name or MG ID
  2. Use filters to narrow down:
  3. Status — Pending, Fulfilled, Cancelled, or Expired
  4. Location — Filter by facility preference
  5. Studio — Filter by specific studio preference

Click any row to open the entry detail page.

Adding Someone to the Waitlist

Click Add to Waitlist from the waitlist page.

Step 1: Enter Preferences

  • User — Select the customer (or create a new account first)
  • Location Preference — "First available location" or a specific facility
  • Studio Preference — "First available studio" or a specific studio
  • Preferred Size — If "first available studio," you can specify S, M, L, or XL

Click Generate Payment Link. This creates a checkout session for the $100 waitlist deposit.

You'll see:

  • A QR code the customer can scan to pay
  • A payment link you can copy and share
  • A Send to Customer button to email the link directly

Step 3: Customer Pays

The customer opens the link and pays the $100 deposit. Once payment completes:

  1. The waitlist entry is created with Pending status
  2. Customer receives a confirmation email
  3. Entry appears in the waitlist

Note: The entry isn't created until the customer completes payment. If they don't pay, no entry exists.

Viewing Entry Details

Click any entry to see:

  • Customer — Name, email, and contact info
  • Preferences — Location and studio preferences
  • Status — Current state of the entry
  • Notes — Any internal notes
  • Timestamps — When created and last updated

Fulfilling an Entry

Waitlist entries are automatically marked Fulfilled when a lockout is created for the customer through the waitlist flow. You don't need to manually update the status.

If you need to manually fulfill an entry:

  1. Find the pending entry
  2. Click Fulfill (or Mark Fulfilled from the list)
  3. Confirm the action

Deposit handling: When you create the lockout for a waitlist entry, their deposit automatically applies to reduce the first payment. The checkout shows the reduced amount with "Waitlist deposit applied." The deposit transfers to the lockout's location at the time of lockout creation, so it routes correctly even if the customer ends up at a different location than their original preference.

Cancelling an Entry

If a customer no longer wants to wait:

  1. Open the entry
  2. Click Cancel
  3. Confirm the cancellation

Cancelling processes a refund:

  • Any deposit paid is credited back to their Stripe account
  • The credit applies to their next purchase

Deleting an Entry

For entries created in error (no refund needed):

  1. Open the entry
  2. Click Delete Entry at the bottom
  3. Confirm deletion

This removes the entry without processing a refund. Use this only for mistakes, not for customers who want out.

Status Meanings

Status What It Means
Pending Customer is actively waiting
Fulfilled Studio was assigned, customer moved to a lockout
Cancelled Customer cancelled (deposit refunded)
Expired Entry expired without being fulfilled

Notifications

When an entry is created (after payment):

  • Customer gets a "You're on the list" email with their MG ID and preferences

The customer email includes:

  • Their waitlist position info
  • Note that their deposit will apply to their first month
  • Link to view their waitlist status in their account

After fulfillment: Deposits appear on the reservation detail page as "Waitlist deposit applied: -$X.XX" showing the credit that was applied to their first payment.