With the digital waiting room, you offer open video office hours: participants check in through a link without an appointment and wait online until someone on your team brings them in. No appointment is created – whoever is free takes the next person from the shared digital waiting room.

The digital waiting room is not the same as the waiting room of a single appointment: there, participants wait for a scheduled appointment; here, they check in without one. Nor is it the waitlist, which people join to be invited to an appointment later.

Prerequisites

The digital waiting room must be enabled for your account. You'll then see Digital waiting room in the sidebar and under Integrations.

  1. Open Integrations in the sidebar and click Digital waiting room.
  2. Under Your digital waiting room link, you'll find your digital waiting room URL. Share it or link to it from your website.
  3. If you'd rather show the check-in form directly on your website, you'll find the HTML code for your web developer below under Digital Waiting Room — iFrame Integration.

If you work in an organization, the organization owner also sees a link for the whole organization and one link per member under Organization & member check-in links. Whichever link someone uses, everyone ends up in the same digital waiting room of your organization.

If your organization offers the website widget, it can also choose the digital waiting room as one of its functions – a separate link on the website isn't needed then.

What participants do

  1. They open the link, enter their First name, Last name, Date of birth and Phone number, and agree to their data being processed.
  2. They run a quick camera and microphone check.
  3. With Join the digital waiting room, they join the queue. They see an estimated wait and a note to keep the window open.
  4. As soon as someone on your team starts the visit, they're connected automatically.

Participants don't need an account for this. The estimated wait is a rough estimate based on how many people are waiting ahead of them.

How to bring participants in from the digital waiting room

  1. Open Digital waiting room in the sidebar. The number next to it shows how many people are waiting right now. The list updates on its own – new check-ins appear without reloading.
  2. Each entry shows the name, date of birth, phone number and how long the person has been waiting.
  3. Click Start visit. The person is admitted, and you join the video visit directly.

If two colleagues start the same person at the same time, only one of them takes the visit; everyone else then sees "in consultation with …" and the name. When you end the video visit, the entry disappears from the digital waiting room.

Use Remove to take someone out of the digital waiting room, for example if they cancelled by phone. If someone closes the window before it's their turn, their entry disappears as well; anyone left waiting for a very long time is removed automatically after a while.

How to set opening hours

Without opening hours, check-in is possible at any time. The organization owner can set when the digital waiting room is open:

  1. Open Organization › Integrations › Digital waiting room.
  2. Under Opening hours, switch on Use opening hours.
  3. For each weekday, add times with Start and End using Time window. A day can have several time windows, for example morning and afternoon.
  4. Click Save. The top of the card shows whether the digital waiting room is open right now and when it closes or opens again.

The opening hours apply to the whole organization. Outside them, the check-in form and the website widget show when the digital waiting room opens again. Anyone already in the queue stays in it.

If Use opening hours is switched on but no time window has been added, the digital waiting room stays closed. Add at least one time window or switch opening hours off.

Common issues

  • I can't find the digital waiting room in the sidebar. It needs to be enabled for your account. Contact your organization administration or our support team.
  • Participants see "The digital waiting room is closed right now". They're checking in outside the opening hours, or opening hours are switched on without any time window.
  • After "Start visit", a message says the person isn't in the waiting room. Their connection dropped briefly. Admit them from the video room as soon as they're connected again.
  • The digital waiting room shows "Connection lost". New check-ins then only appear after reloading. Click Reload.
  • In the embedded form, no video visit starts after check-in. In an iframe, the video visit only opens on websites your organization has registered as authorized hosts. In an organization, the owner adds them under Organization › Integrations › Authorized hosts; otherwise, our support team can help.

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