Waitlists and Auto-Promotion

How Waitlists Work:

When a group class reaches full capacity, clients can be added to a waitlist instead of being turned away. When a confirmed attendee cancels, the next person on the waitlist is automatically promoted and receives an email notification.

Enabling Waitlists:

1. Go to Calendar > Group Classes tab 2. Edit or create a class 3. Toggle Waitlist Enabled on 4. Save. Waitlists are now active for that class.

What Happens When a Class Is Full:

- If waitlist is enabled: the client is added with "waitlist" status and assigned a position (#1, #2, #3) - If waitlist is not enabled: the booking is rejected with a "class is full" message (existing behaviour)

Auto-Promotion:

When a confirmed attendee cancels or is removed: 1. The system checks if anyone is on the waitlist for that session 2. The first person in line (by booking time) is automatically promoted to "scheduled" 3. They receive an email: "A spot opened up in [Class Name]. You have been moved from the waitlist to confirmed." 4. No action needed from the client or the trainer

Manual Promotion:

Trainers can also manually promote a waitlisted client using the "Promote" button in the class attendees view. This overrides the automatic order (useful if you want to prioritise a specific client).

Trainer View:

In the class attendees modal (tap any class on the calendar): - Confirmed attendees show at the top - Waitlisted attendees show below with position numbers (#1, #2, #3) - A capacity bar at the bottom shows "6/8 spots + 2 waitlisted" - Green "Promote" button next to each waitlisted name

Tips:

- Waitlist order is determined by booking time (first come, first served) - If a waitlisted client has no remaining credits when auto-promoted, they are skipped and the next person is promoted - Clients can cancel their own waitlist spot without affecting the queue - Auto-promotion emails use your business branding (logo and colours)