Handling the Waitlist

When a booking is cancelled, you can check the waitlist.

Relevant config items are: WAITING_LIST_FACILITY, WAIT_LIST. If these are both YES then you can read on.
Also filter config items on ADMIN_CANCELLED to see relevant admin emails. Hint: include %STATUS% in ADMIN_CANCELLED_SUBJECT will show you whether a cancelled booking is holding beds that affect a waitlisted booking, without you having to open the email.

When a cancelled booking is given the special status CANCELREQ, this means the beds/rooms of the cancelled booking are held because there are waitlisted bookings that could now be accommodated. If no waitlisted bookings are affected by the cancellation, the cancelled booking releases all beds and goes straight to status CANCELLED. For a cancelled booking showing CANCELREQ status, here are the steps to take:

• View the booking in Manage Bookings (e.g. by clicking on the link in your admin email notification of the cancellation). The cancelled booking includes a list of any waitlisted bookings that could be accommodated.
• First decide if there is a waitlist booking you want to make TENTATIVE, then change the status of the cancelled booking from CANCELREQ to CANCELLED in order to release the beds.
• Using the list of waitlisted booking on this screen, click through to the booking that you want to make TENTATIVE.
• On this screen you might see a button “Make Tentative” or “Make Confirmed” – which one you see depends on the member’s credit balance. This button only appears if the rooms originally requested are available. If other rooms are available but not the originally requested rooms, this button won’t appear and you need to click on Go to Room Allocation to drag and drop the booking into available beds.
• When you drag and drop a waitlisted booking into beds, the waitlisted booking becomes TENTATIVE but doesn’t create an invoice yet. A pop-up reminds you to click on the now TENTATIVE booking to see it in Manage Bookings where you set the Admin Price, click Save (generates invoice) then click Email to send email to the member/guest.

For an overview of waitlisted bookings, use Allocate Rooms where they appear up the top with a yellow border. You can drag and drop a waitlisted booking into beds to make it TENTATIVE, as above, or you can click on it to view and edit it in Manage Bookings.