How to use and manage your waiting list

This guide explains how to use the waiting list feature to maximize capacity and manage guest reservations.

What is the waiting list?

The waiting list feature helps you fill available seats caused by:

• Late cancellations
• No-shows
• Last-minute changes

Benefit: Reach full capacity even when unexpected openings occur.

How guests add themselves to the waiting list

When you're fully booked, guests can still express interest by joining the waiting list.

Guest experience

1. Guest visits your booking page

• They see that you're fully booked

2. Red dot indicator

• A red dot shows that only the waiting list is available
• Regular booking is not possible

3. Join waiting list

• Guest adds themselves to the waiting list through your Guest Experience page
• They provide their contact information and preferences

View your waiting list

1. Go to your dashboard

• Log into the Partner platform

2. Open waiting list

• Click Waiting List in the upper corner of the DASHBOARD

3. Review guests

• See all guests who have added themselves to the waiting list
• View their details and preferred times

Confirm a reservation from the waiting list

When a table becomes available, follow these steps to move a guest from the waiting list to a confirmed booking:

Step 1: open the reservation

• Click on the reservation from the waiting list
• The booking details will open

Step 2: change status to confirmed

• Change the booking status from waiting list to Confirmed

Step 3: assign a table

• Select a table for the reservation
• Note: If the table window appears pink, it means that table already has an existing reservation
• Choose an available table (non-pink)

Step 4: send confirmation email

• Click Send Email Confirmation to notify the guest
• This informs them that a table is now available

Step 5: save the booking

• Click Save
• The confirmed booking now appears on your dashboard

Success! The guest has been moved from the waiting list to a confirmed reservation.

Best practices

Check waiting list regularly:

• Review the waiting list when cancellations occur
• Check after no-shows
• Look before service periods

Prioritize fairly:

• Consider first-come, first-served
• Note guest preferences and party sizes
• Match available tables to waiting list guests

Communicate promptly:

• Contact guests as soon as tables become available
• Send confirmation emails immediately
• Give guests reasonable time to respond

Keep it updated:

• Remove guests who no longer need a table
• Update if guests are no longer reachable
• Archive old waiting list entries

Visual indicators

Red dot on booking page:

• Only waiting list is available
• No regular booking slots

Pink table window:

• Table already has an existing reservation
• Choose a different table

Confirmed status:

• Guest has been moved from waiting list
• Table is assigned and confirmed

Guests must be manually assigned to a table to confirm their reservation

Always verify the table is available (not pink) before assigning

Send email confirmation to notify guests of their confirmed booking

The waiting list is visible when you're fully booked

Disabling the waiting list

If you do not want to use the waiting list feature:

• Contact support at support@superbexperience.com
• Request to have it disabled for your account

Common scenarios

Scenario 1: last-minute cancellation

1. Receive cancellation
2. Check waiting list
3. Contact first guest on list
4. Confirm their reservation if they accept

Scenario 2: no-show

1. Mark guest as no-show
2. Table becomes available
3. Check waiting list for suitable party
4. Move guest to confirmed reservation

Scenario 3: guest no longer needs table

1. Guest confirms they found another restaurant
2. Remove them from waiting list
3. Move to next guest on list

Need help?

For assistance with the waiting list feature, contact support at support@superbexperience.com

Updated on: 12/10/2025