Automate your waitlist: your staff stops chasing people by phone
A digital waitlist software that does more than collect names. When an appointment opens up, TerminJet automatically pings the right waiting person by WhatsApp or SMS. Whoever confirms first gets the slot. No front desk calling down a list, no voicemail, no wasted appointment.
From open slot to confirmation, without a single phone call
- Schritt 01
A slot opens up
Someone cancels or no-shows. Instead of an empty gap in the calendar, the slot is automatically flagged as refillable, whether the cancellation came by phone, online or through a WhatsApp reply.
- Schritt 02
The right waiting people get ranked
The engine does not just go down the list in order. It picks who fits clinically, who can actually make the time, and who has waited longest, and suggests the best match.
- Schritt 03
The offer goes where it gets read
The right person gets a short message by WhatsApp or SMS with the open appointment. Optionally, several waiting people get the offer at the same time, first come, first served.
- Schritt 04
First to confirm books the slot
A yes reply reserves the slot instantly. If no one responds, the offer expires and the next person moves up automatically. Your team sees every step in the history.
Most waitlists are just a list. This one fills the slot itself.
A waitlist on paper or in an old booking tool is a stack of names that someone has to phone through. In day-to-day life that call often happens too late, or not at all. TerminJet turns it around: the list becomes a mechanism that kicks off on its own when a slot opens, makes the offer and books it.
More than a waitlist checkbox
Intelligent ranking
Sorts not just by waiting time, but by fit, availability for the slot, urgency and reliability. We tune the weighting to your industry during setup.
WhatsApp and SMS instead of calls
Offers go out on the channel that actually gets read. Confirmation by reply. No voicemail, no callback note, no phone queue at the front desk.
Parallel offer with a deadline
Optionally, several matching waiting people get the same slot offered at once. Whoever confirms first books it. After that the offer closes automatically.
Consent documented
Only contacts who have agreed to be notified are messaged. Consent is recorded, GDPR-aware under Art. 6.
Self-service for waiting people
Prospects add themselves to the waitlist through your embedded intake form. Data flows straight into the engine, with no manual re-entry.
You keep control
The engine suggests, you decide what runs automatically and what needs approval. No black-box sending, only the rules you set.
Every slot left empty because of a missed call is revenue that does not come back.
- 5-15%
- typical cancellation and no-show rate at appointment-based businesses
- < 60 sec.
- from cancellation to the first replacement offer sent
- 0
- calls needed to refill a slot that has opened up
- 24/7
- the waitlist keeps working evenings and weekends too
Manual waitlist, booking tool, or one that refills itself
Plenty of tools keep a waitlist, as a list. The call and the refill are left to you. TerminJet automates exactly that step.
| TerminJet | Paper / Excel | Booking tool with waitlist feature | |
|---|---|---|---|
| Capture waiting people | |||
| Offer automatically when a slot opens | Rarely, usually a manual call | ||
| WhatsApp / SMS instead of phone | Sometimes email | ||
| Ranking by fit and reliability | |||
| First confirmation books automatically | |||
| Runs white-label on your own domain | Often a provider portal | ||
| Set up by an agency instead of DIY | Mostly self-onboarding |
Common questions about the automatic waitlist
What does automating the waitlist actually mean?
Instead of someone going through the list and calling people one by one when an appointment opens, TerminJet spots the open slot, picks the right waiting person and automatically sends them an offer by WhatsApp or SMS. Once they confirm, the slot is booked, with no phone call at all.
Do all waiting people get the message at the same time?
You set that yourself. Either the offer goes to the top-ranked person alone, with a deadline to confirm. Or several matching waiting people get it in parallel, and whoever says yes first wins. If no one responds, the next person moves up automatically.
Are contacts messaged without being asked?
No. Only people who have agreed to be contacted are notified. Consent is documented and implemented GDPR-aware under Art. 6. You can automate every step or keep it manual.
What criteria is the waitlist sorted by?
By fit for the appointment type, availability at the slot time, waiting time, urgency and reliability based on past behaviour. We tune the weighting to your industry and your operation during setup.
Do I need a new booking system for this?
TerminJet runs as your own white-label instance on your domain, including an embedded intake form for the waitlist. You collect waiting people and fill slots in the same system. Our agency handles setup, you do not have to build anything yourself.
Does this also work for recurring appointments?
Yes. Recurring slots are handled separately: paused or returning people are suggested first, and a recurring slot left open too long automatically rolls into the next week instead of being lost.
Let the automatic waitlist run the numbers on your business
Sign up and we will show the recovery on a template from your industry and work out in a free audit how many slots you could realistically win back through the waitlist. This very form later feeds your engine.