Beauty and fitness · Sample scenario
Waitlist handling for canceled bookings
When a booking is canceled, the open slot is offered in turn to matching clients on the waitlist and booked atomically for the first one to confirm.
Problem
Canceled slots often stay empty because clients on the waitlist are not told in time.
How it works today
When the receptionist sees a cancellation, they check the waitlist in a notebook or spreadsheet and message people one by one. Sometimes two clients say “yes” to the same slot and one is left unhappy.
What this scenario changes
The cancellation event selects matching clients on the waitlist by service, specialist and time, and sends offers in turn to those who consented. The slot is reserved with an atomic operation for the first client who confirms, and the remaining offers close automatically.
The process step by step
- Booking canceled: The database sends a cancellation event
- Matching waitlist clients selected: By service, specialist and time
- Consent checked: Only those who agreed to receive offers
- Offers sent in turn: In list order, with a reply window
- Reply classified: Confirm / decline / question
- Is the slot still open?: Checked in the database at confirmation
- Atomic booking: Slot reserved once, other offers closed
- Slot filled: Confirmation sent to the client
Exception path
- Receptionist informed: The client is offered an alternative
- Offer closed: The client is told the slot is taken
The role of AI
Classifies the client’s free-text reply (“I’ll come”, “not this time”, “could it be an hour later?”) as a confirmation, a decline or a question.
Human approval and exceptions
If the slot is already taken at the moment of confirmation, no second booking is created; the client who replied is informed under the receptionist’s supervision.
Frequently asked questions
What if two clients say “yes” at the same time?
The booking is created with an atomic operation: only the first confirmation gets the slot, and the other client is told it is already taken.
Is the offer sent to everyone at once?
No. It is sent in turn, in list order; the reply window and order are agreed with the salon.
Do clients without consent receive offers?
No. Offers go only to clients who agreed to receive this kind of message.