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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.

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

When a studio becomes available and you're ready to move someone in:

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

This marks the entry as fulfilled. You'll then need to create a lockout for the customer separately.

Note: Fulfilling only updates the waitlist status. It doesn't automatically create a reservation—you do that next.

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

How Customers Join

Customers can't directly join the waitlist themselves. When they click "Join Waitlist" on the website, they're directed to the contact form to inquire about availability.

Once staff 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

Customers can view their existing waitlist entries at /account/waitlist. They see their preferences and status but can't edit—they need to contact staff for changes.