How to run a waitlist without it becoming another job
Keep one list, collect three things, and send one text to everyone when a spot opens. First to reply gets it. If your booking tool already has an automatic waitlist, switch it on and let it send the offers for you.
What should a waitlist collect?
- Name and mobile number.
- The service they want.
- The days and times that work, like "weekday mornings" or "any time Friday".
Add the date they joined. Clear anyone off after a couple of months unless they ask to stay, so you aren't texting people who've moved on.
How do people get on it?
Every time you say you're full. "I'm booked this week, but I can put you on my waitlist and text you the moment something opens." Said that way, full becomes a next step instead of a reason to call someone else.
What to send when a spot opens
Send one message to everyone who said that time works, each as their own text, not a group thread where they can see each other's numbers.
The opening
To the ones who missed it
When they join
Which booking tools run the waitlist for you?
Checked on each company's own pages on 3 November 2026. Prices are list prices before card processing fees.
| Tool | Plan with a waitlist | Price a month | How it offers the spot |
|---|---|---|---|
| Vagaro | All plans | $23.99 for 6 months, then $30 | Automatic. Choose first to book wins, next in line, or pick yourself |
| Acuity Scheduling | Standard and up | $27 billed yearly, $34 monthly | Automatic text to clients who wanted that time |
| Booksy | Single plan | $29.99 | Automatic text with a booking link, first come first served |
| Square Appointments | Plus or Premium | From $29 per location | Automatic notice when an opening appears |
| GlossGenius | Gold | $48 billed yearly, $56 monthly | Automatic matching to new openings |
| Jane | Waitlist on all plans, notices on Thrive | $99 for Thrive | Notice to matching clients, or book one yourself |
| SimplePractice | Plus | $99 | Manual, you contact clients |
We publish step by step setup only after doing every step in a real account.
Texting your list, the rules
Only text people who asked to be on the list. Tell them they can reply STOP, stop when they do, and keep a note of who agreed and when. That follows the US wireless industry's messaging guidelines from CTIA, which carriers use when deciding what to filter. It isn't legal advice; your texting tool may add its own rules.
Back to the process
The waitlist is one step in what to do when a client cancels. A clear cancellation policy makes the gaps rarer to begin with.
Questions owners ask
How do I run a waitlist without it becoming another job?
Keep one list, collect only a name, a mobile number and the times that work, and send one text when a gap opens. First to reply gets it. If your booking tool has an automatic waitlist, let it send the offers.
Which booking tools have an automatic waitlist?
As of November 2026, Vagaro includes one on all plans, Acuity on Standard and above, Booksy on its single plan, Square Appointments on Plus and Premium, GlossGenius on Gold and Jane notifications on Thrive. SimplePractice has a manual waitlist on Plus.
Do I need permission to text my waitlist?
Yes. Only text people who asked to be on the list, tell them they can reply STOP, and stop when they do. Keep a note of who agreed and when.
Sources
- Set up the waitlist feature Vagaro Support Checked
- Acuity Scheduling waitlist Acuity Scheduling Help Checked
- Acuity Scheduling pricing Acuity Scheduling Checked
- Waitlist for Square Appointments Square Support Checked
- How does the waitlist work? Booksy Help Checked
- GlossGenius pricing GlossGenius Checked
- Setting up your wait list notifications Jane Checked
- Managing the client waitlist SimplePractice Support Checked
- Set up and manage your waitlist Fresha Help Center Checked
- Messaging Principles and Best Practices (May 2023) CTIA Checked
Updated 3 November 2026