Automatic waitlisting

Set up Arketa to automatically move clients from the waitlist into class when a spot opens.

Automatic waitlisting moves the next person on the waitlist into class and processes their payment as soon as a spot opens — with no manual action from you.

Requirements

Automatic waitlisting only works under these conditions:

The class is set to Package and Subscription payment only (not drop-in, free, or donation)
A pricing option is directly connected to the class
The waitlisted client has a valid payment method or active credit on file

This is because automatic waitlisting needs to charge the client when they're moved in — it can't prompt them for a payment method mid-process.

Drop-in classes don't support automatic waitlisting, because a payment method needs to be on file before the spot is filled.

Set your class to Package & Subscription only

For a single class:

Go to Full Schedule
Edit the class
In Pricing Settings, set the payment type to Package and Subscription

[IMAGE TODO] Take a screenshot showing the Pricing Settings section of the Edit Class form with "Package and Subscription" selected as the payment type.

For all classes of a service type:

Go to Setup → Service Types
Edit the service type
On the first page (Overview), set the payment type to Package and Subscription

For specific instances within a service type:

Go to Setup → Service Types → click into the service type
Select the specific class instances you want to change
Edit each one and update the pricing setting

What happens when a spot opens

The client at the top of the waitlist is automatically moved into class
Their payment is processed (a credit is used from their package/subscription, or their card is charged if a drop-in price is attached)
They receive a confirmation email that they've been added to class
The waitlist moves up

Free classes with a waitlist

Automatic waitlisting doesn't work natively with free classes. As a workaround:

Create a $0 class package with 1 credit
Connect that package to the free class
This gives clients a "credit" to use, which satisfies the payment requirement

Turning off automatic waitlisting

If you prefer the manual flow (clients are notified and must claim the spot themselves):

Go to the class or service type settings
Disable automatic waitlisting

With this off, when a spot opens, the first client on the waitlist receives an email notification. They have a limited time to book before the notification goes to the next person on the list.