Waiting lists

How waiting lists work when a session is full, including what happens with paid sessions.

Waiting lists are enabled by default on all sessions and cannot currently be turned off. When a session has reached its capacity limit, members will see an option to join the waiting list instead of booking directly.

When a confirmed booking is cancelled, the next person on the waiting list is automatically promoted to the confirmed list. The waiting list works on a first in, first out basis, and the promoted member receives an email confirming their booking.

Paid sessions

If the session has a cost, members must pay at the time of joining the waiting list. This is the same process as a normal booking. If they are never promoted from the waiting list, the payment will be refunded automatically after the session's scheduled end time.

A member on the waiting list can cancel their spot at any time up until the session starts, and their payment is refunded in full. The session's Refund Window doesn't apply, because a waiting list booking isn't holding anyone's place. The one exception is a booking that an admin or coach moved out of another session after that session's refund window had closed: it gave up its right to a refund at that point, so cancelling it returns nothing. For more information, see Booking sessions.

A member can also be placed on a waiting list by swapping an existing booking to a session that's already full, rather than joining the waiting list from scratch. A booking already on a waiting list can be swapped in the same way, right up until the session starts, to move it to another session without cancelling and paying again. Moving it never gives up its refund. Only bookings paid for online, by Card when booking, can be moved.