How-to guide
How to set up waitlists in Clovo
Choose automatic, offer or manual waitlists so full classes can keep converting cancellations into booked spots with the right level of staff control.
A full class is a good sign. A full class with a last-minute cancellation gap is lost revenue and a disappointed client who was ready to take that spot. Waitlists turn that demand into attendance, even when plans change.
Clovo offers three waitlist modes — automatic, offer and manual — so you can balance convenience, fairness and hands-on control. This guide explains what each mode does, when to reach for it, and how the waitlist lock protects an opening while it's being filled.
Before you start
- You need classes that genuinely fill up — waitlists only earn their keep where demand outstrips capacity.
- Decide how much control you want per class: hands-off, first-to-respond, or staff-chosen.
- If access depends on what a client holds, make sure their membership or pack is set up so it can cover the class.
Choose a waitlist mode, step by step
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Decide how much control the class needs
Before you touch a setting, think about the class itself. A high-volume drop-in class wants low admin. A small, sensitive or high-demand class may want a human in the loop. That decision points you to the right mode.
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Pick automatic for hands-off filling
Automatic books the next eligible waitlisted client the moment a spot opens. When someone cancels, Clovo works through the list and books the next client whose membership or pack can cover the class — no staff action required.
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Pick offer when confirmation matters
Offer notifies waitlisted clients that a spot has opened and lets the first to respond claim it. Because clients have to actively claim the place, it can reduce late no-shows — a good fit when a surprise auto-booking might be unwelcome.
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Pick manual when context matters
Manual alerts your staff so they choose who moves into the class. This gives the most control for sensitive or high-demand classes where relationship, history or special circumstances should be weighed before anyone is moved in.
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Set the mode per class and review
Each class can use a different mode, so you don't have to commit your whole timetable to one approach. Set it on the classes that fill, then watch how it behaves over a few cancellations and adjust if a class would suit a different mode.
Which mode suits which class
The three modes solve different problems, and the right choice usually comes down to how much you trust automation for a given class.
- Automatic — best for low-admin, high-frequency classes. It's the most convenient and keeps spots filled without anyone lifting a finger.
- Offer — best when confirmation matters. It suits classes where clients often change plans, because the spot only fills if someone actively wants it.
- Manual — best for sensitive or high-demand classes. Staff weigh the context before deciding who moves in.
Pair waitlists with priority booking so your most loyal clients reach popular classes first, and with late-cancellation and no-show penalties so the cancellations that feed your waitlist happen with enough notice to refill the spot.
How the waitlist lock works
When a cancellation triggers waitlist processing, Clovo can lock the opening to waitlisted clients. That means the spot is held for the people who put their name down, rather than being grabbed by someone who wasn't on the list while the waitlist is still being worked through.
Good to know
The lock is what makes a waitlist feel fair. Without it, a cancellation could be claimed by a passer-by before the people who waited get their turn — exactly the frustration waitlists exist to prevent.
Common questions
Can different classes use different waitlist modes?
Yes. Each class can use its own mode, so you might run automatic on busy drop-in classes, offer on classes where clients often change plans, and manual on a small, high-demand class.
What happens if the next person on the list can't actually book the class?
In automatic mode, Clovo works down the list and books the next client whose membership or pack can cover the class — so eligibility is checked before anyone is moved in.
Will someone who wasn't on the waitlist grab the freed-up spot?
Not while the waitlist is being handled. When a cancellation triggers processing, Clovo can lock the opening to waitlisted clients so the spot goes to someone who actually waited for it.
What to remember
- Automatic, offer and manual modes trade convenience for control — pick per class, not per studio.
- Automatic only books clients whose membership or pack can cover the class, so eligibility is always checked.
- The waitlist lock holds a freed-up spot for waitlisted clients while the list is being worked through.
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