Manage the Waiting List

This guide is for gym owners and personal trainers using Orlo to streamline operations, engage clients, and grow their business.

When a class is full, clients can join a waiting list to be notified automatically if a spot opens. This ensures your sessions stay full and your clients stay happy—even when demand is high.

This is really powerful when used with no-show and late cancellation fees. By automatically encouraging clients to free up spaces, your classes are significantly more likely to be full.

How It Works

• Clients see a Join wait list button when trying to book a full class.
• If a space becomes available—due to cancellation or increased capacity—the system emails all clients on the list with a link to book.
• The first client to book gets the spot.
• Clients can leave the wait list if they change their mind.

Once a client receives a notification and books, their wait list entry is marked as used so you can track its effectiveness.

Staff Tools

In the staff dashboard, each class shows a list of clients currently on the waiting list. This lets you see who’s interested in joining and plan accordingly.

Automatic Notifications

Whenever someone cancels their booking or you add more spaces to an event, the system checks the waiting list and emails the next client in line. Messages are sent automatically, using your pre-written templates.

Why Use a Waiting List?

• Maximise attendance by filling spaces when people cancel.
• Improve the client experience by offering a fair, automated system for high-demand classes.
• Avoid manual admin—everything runs in the background.

Best Practices

• Encourage clients to use the wait list instead of contacting staff directly about full classes.
• Let your team know they can see and manage the list from the staff dashboard.
• Ensure your notification emails are friendly and clear so clients know how to book when a spot becomes free.

The wait list is a powerful tool to ensure your timetable is always full and your clients never miss out.