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A waiting list watches one or more services. Every 10 minutes it looks for free capacity inside its horizon; when it finds some, it pushes the next clients into a Salesflow pipeline, where a WhatsApp or SMS agent offers them the slot. A client who books leaves the list; one who doesn’t answer in time gives the seat back. Calendar → Waiting Lists.
Waiting Lists index (1 lists · 4 waiting · 0 broken) with stat cards Clients waiting 4, Holding a seat now 0, Booked from lists · 30 d 0 and Needs a human 0, and one row 'Dermatology waiting list' tagged Dermatology with 4 waiting (0 queued · 0 snoozed · 0 flagged), status Active, next run 'Waiting for the first check' and a footer 'checks run every 10 min'.

Waiting lists overview page

The index shows Clients waiting, Holding a seat now, Booked from lists · 30 d and Needs a human, plus each list’s status: Active, Paused, Broken or Needs setup.

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Create a list

New Waiting List offers three presets:
'Waiting list · Configuration' side panel for the Active Dermatology waiting list showing Name, '1 · What it drains' with 1 service selected (Dermatology), Horizon 14 days, Max per run No cap, '2 · How it contacts' with Pipeline 'Dermatology waiting list · out…', Entry 'Waiting list', the agent line 'Appointments assistant · Vitalis Clinic', and Seat timeout / Contact cooldown / Max attempts fields above a Save button.

Configuring how a waiting list drains

Readiness checks run live: a blocking finding stops Activate; an advisory one lets you Activate anyway.

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The queue

Dermatology waiting list detail page (Active, 1 services · 4 waiting · 14-day horizon) with capacity '70 openings for 4 waiting · Room for everyone', the Appointments assistant agent chip, Pause and Add Client buttons, and a Queue table of Noah Davis, Sophia Moore, Lucas Thomas and Charlotte Harris with Dermatology service, Waiting status, position, priority and preferences.

Waiting list queue with four clients

Tabs Queue / Metrics / Completed; the capacity strip shows what the horizon holds and Push batch now forces a sweep.
'Add clients to waiting list' modal for the Dermatology waiting list with client Mia Jackson chosen, Dermatology service checked (70 open · 4 waiting), Priority Normal, Preferred professional Any professional, Earliest date Sep 18, 2026, Latest date No limit, Time of day Any, an optional Notes box and the footer 'Adds 1 new entry for Mia Jackson' with an 'Add 1 entry' button.

Adding a client to the waiting list

Add Client — search or create a contact, choose services, Priority (Urgent / High / Normal / Low), Preferred professional, Earliest / Latest date, Time of day (Any / Morning / Afternoon / Evening), Notes. Import from spreadsheet takes a CSV or XLSX up to 2 MB and 2,000 rows. Row actions: Snooze (1 week / 1 month / 3 months / custom), Wake now, Edit preferences, Unflag, Remove. AI agents add clients too — the calendar tool’s Add to waiting list capability. See The calendar tool for agents.

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Who can do what

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Next step

The calendar tool for agents

Let an AI agent book, move and cancel.