Identify the actual vacancy
Compare the class reference with the recorded cancellation and capacity status. A cancellation request is not necessarily a released place. Use the booking system's checked state before preparing a list of members to contact.
Track the offer as a separate state
Record who received the offer, when it was made and the response conditions supplied by the studio. A pending offer is not an accepted booking. Make it visible to other staff so they can avoid overlapping promises.
Confirm the booking outcome
Check that the accepted offer became an actual booking and that the waitlist record reflects the outcome. A positive reply alone should not be confused with a completed system update. Leave any mismatch open for reception.
Work you can get help with
Illustrative scenario using sample information.
Identify the actual vacancy
- What you provide
- Class reference, cancellation status and checked capacity.
- The useful result
- A vacancy record with its confirmation source.
- When the task is complete
- Staff confirm that a place is available under the studio's process.
Track the offer as a separate state
- What you provide
- Studio waitlist policy, offer record and member response.
- The useful result
- An offer-status list distinguishing pending, declined and accepted responses.
- When the task is complete
- Staff resolve the offer under the studio's stated process.
Confirm the booking outcome
- What you provide
- Accepted response and checked booking record.
- The useful result
- A reconciliation between the offer and final class booking.
- When the task is complete
- Reception confirms the booking and closes the related waitlist item.
Questions you may have
Does this choose which member deserves the place?
Use the studio's waitlist order and rules to decide the next offer. The response record helps reception see which offer is open and which place has actually been booked.
Is an accepted message enough to close the case?
Check that the booking system reflects the accepted arrangement.
Sources and further reading
- Set up and manage class waitlists
Bookjor documentation shows a class waitlist, an offer of an available place, the time allowed to accept it, and conversion of the offer into a booking.
This applies to the Bookjor configuration described; studios may use different rules. The documentation does not prove an absence of double bookings in actual use.
2026-11-04
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