The waitlist shows everyone who signed up through your form and confirmed their email address. From here you invite people to book an appointment as soon as a place becomes free.

Prerequisites

  • The waitlist is enabled for your account and set up, see Set up the waitlist.
  • You are an organization owner and work in the organization as a practitioner or medical assistant.
  • For invitations, your organization needs appointment types and availability that can be booked online.

Open the waitlist

Open Waitlist in your organization's sidebar. The number next to it shows how many people are Waiting.

The list is sorted by when entries came in, with the oldest sign-up at the top. Each row shows the name, when the entry came in, insurance, preferred time, the preferred person and the status, and for invited entries also the date of the invitation.

Filter the list

  • Status: Open is preselected, meaning all waiting and invited entries. All also shows booked and archived entries, or you pick a single status.
  • Insurance and Preferred time: anyone who chose All day also appears under Morning and Afternoon.
  • Your choice questions: every choice question of your waitlist questionnaire has its own filter.

Filters combine: an entry has to match all of them.

View an entry

Click a name. You see:

  • under Details, everything the person entered in the form, plus when the entry came in and when the person last confirmed they want to keep waiting,
  • their Message, and under Answers their answers to your own questions,
  • an Internal note that only your organization sees. Save it with Save note.

You can't change the person's own details.

Invite people to book an appointment

One person: open the entry and click Invite (Invite again for an entry that has already been invited).

Several people: tick the entries in the list or use Select all. To invite every entry that matches your filters, including those on further pages, then click Select all … entries. Then click Invite.

In the Invite to book an appointment window, choose:

  1. Appointment type: a specific appointment type or All bookable appointment types.
  2. Appointment with: a specific person or Anyone in the organization. For a single invitation, the entry's preferred person is preselected. For several entries, leaving it empty means The entry's preferred person, otherwise anyone.
  3. Click Send invitation.

Each invited person receives an email with a Select Appointment link and is then Invited. Through the link they pick a free appointment themselves. If the invitation isn't tied to one person, they book with whoever is free at the time they choose. After booking, the appointment is confirmed immediately, both sides receive the usual appointment confirmation, and the entry is Booked.

A new invitation replaces the previous one, and the old link then stops working. Entries that are no longer open, and entries for which your selection has no bookable appointments, are skipped. The message after sending tells you how many.

Archive or delete

  • Archive: click Archive in the entry. The entry leaves the open entries, an open invitation stops working, and after 30 days it is deleted together with its answers. Until then, the entry shows from when it will be deleted. Only waiting and invited entries can be archived, and you can't undo it.
  • Delete: click Delete in the entry or in the row's actions menu, or select several entries and click Delete. The entries and their answers are deleted for good immediately, and open invitations stop working. An appointment that was already booked stays in place.

When MeetOne archives and deletes entries by itself is described in How the waitlist works.

Troubleshooting

  • An entry is missing from the list. Entries only appear once the person has confirmed their email address. Booked and archived entries only show if you choose All or the matching status.
  • Entries weren't invited because there are no bookable appointments. The chosen appointment type or person has no free appointments in online booking. Check the appointment types and availability, or choose a different combination.
  • Invite and Archive are missing in the entry. The entry is already booked or archived.
  • An invited person didn't receive an email. See Waitlist emails.

Still have questions? Contact us at support@meetone.io.