How to use the schedule waitlist?

How to use the schedule waitlist?

Creating a waitlist entry:

To create a waitlist entry, first navigate to the appointment book. 
1. Locate the Waitlist Button: In the top-right corner of the scheduler, you will find the Waitlist button. Click to open the waitlist.
2. Create a New Entry: Click the Create button within the waitlist form. This action opens a modal window where you can input details for a new waitlist entry.

Date Fields

When the create form opens, users have two options for specifying dates in the waitlist form:

1. Specific Dates: Enter up to three specific dates that the patient prefers for their appointment.


2. Date Period: Specify a date range that indicates the patient's availability.

Time fields

Similar with the dates, there will also be two options for Preferred Time.

1. Any Time (Default): Select this option if the patient has no specific time preference.


2. Time Period: Enter a specific time range during which the patient is available.

Fields left empty



If any fields such as provider, preferred date, preferred time, or preferred days are left empty, they will automatically default to "Any" in the waitlist table.

Scheduling an appointment from the waitlist

There are multiple ways to schedule an appointment from the waitlist. Let's cover the first one, which is when a patient cancels an appointment.

Filling in a cancellation from the waitlist


If an appointment has a designated cancellation status, click on the appointment and users will find a "Waitlist' link located to the right
      1. Click on the Waitlist link and we will see that our filters auto search for patient with availability for that same provider, day, and time.


2. The waitlist form opens, where we can see our filters auto-populate for us. Adjust the filters as needed to broaden your search.
3. When you confirm the patient, click Schedule.


When we click schedule, the waitlist form will close and the appointment form will open.
You will see the values for provider, date, start, and end time auto populate with the same data as the previous appointment.
* Please note that once a user saves the appointment, the waitlist entry will be deleted.


Scheduling in a New Appointment Slot

The other way of scheduling a patient from the waitlist is for new appointment slots.

Schedule an appointment in an empty slot anywhere on the schedule.
1. We will also see the waitlist link display when the appointment form opens.


2. Again the filters will auto-populate for us.  Adjust as necessary.
3. Once the patient is confirmed, press the schedule button to schedule the patient.

When we click schedule, the waitlist form will close and the appointment form will open.
Once more, you will see the values for provider, date, start, and end time auto populate for us and ready to be scheduled.

Scheduling multiple patients


1. If a user needs to schedule multiple patients at the same time, click the waitlist button on the top right of the appointment book.
2. From here, when a user clicks schedule, we will see the appointment form open and the waitlist form remains open for additional scheduling.

Auto-populate data from waitlist entry


When scheduling this way:
  • The provider and preferred time fields from the waitlist entry will auto-populate in the appointment form.
  • The appointment date defaults to the current date.

Auto-populate data from our filter values


Furthermore, if the table values are undefined and provider, date, or time is set to "Any" on the waitlist entry:
 1. Fill in the filter values accordingly and then click schedule on a patient.
 2. These filter values will auto-populate into the appointment form.

If no filter values are provided:
The appointment date defaults to the current date.
If the preferred time is unavailable, the start time defaults to the nearest hour from the user's current time.


    • Related Articles

    • Appointment Book Overview: How to use the Schedule?

      A template is recommended before accessing the Appointment Book. Please visit our Template Article for additional help. Default Appointment Length and Time Step can be adjusted in the Facility Settings Please see our Facility Settings article for ...
    • Mobile Friendly Schedule (View Only)

                  1. Upon logging in on a mobile device, Therapist have the option to view their schedule on a mobile adaptive interface.             This can be utilized through the Dashboard             or             located under Schedule->Mobile ...
    • Manage or Create a Schedule Template

      Before creating a template, a Facility and at least 1 Therapist will need to be added. After creating your template, visit our Schedule Article for additional help The purpose of the Template is to create a outline for the schedule that reoccurs ...
    • Manage or Create a Blocked Reason

      Appointment Book       1. Blocked reasons are used to specify why a time/day is being blocked on the schedule Where to go?       1. Users will be able to manage their blocked reasons under Schedule->Lists->Blocked Reasons       2. Click Create or ...
    • Manage or Create a Appointment Status and Color

      Appointment Book:       1. Users are able to assign a status to the appointment Where to go?        1. Users will be able to manage their appointment statuses under Schedule->Lists->Appointment Statuses       2. Click Create or Make inactive to ...