How to automatically text your waitlist when someone cancels

Tag waitlist contacts in HighLevel and install NextUp on that location. When an appointment is cancelled, we text the next person from your number. They tap a link and they are on the calendar. People who pass stay on the list, and anyone who asked not to get texts is skipped.

What you set up once

Tag waitlist contacts in HighLevel and keep a phone number on each one. That is the list. You do it when they ask for an earlier time, not when the cancel arrives.

Install NextUp on that location, from the shop, not only the agency. The tag lives on these contacts. The texts should come from this shop number.

You do not copy a number from a list and type a text yourself. You already did the work when you tagged them. How to build a waitlist in HighLevel is the tagging walkthrough. Does HighLevel have a waitlist? if you thought the calendar kept a line. It does not.

Set this up on a quiet morning, not while someone is cancelling at 4pm.

What we send when someone cancels

When an appointment is cancelled, we text the next person from your number. The message comes from the shop they already know.

They tap a link and they are on the calendar. If they pass, we text the next person.

You stay with the person in the chair. That is the point. The cancel should not pull you into the back room with your phone.

A no-show is the same hole. Mark it, and we handle it the same way we handle a cancel. What happens when a HighLevel appointment is a no-show is that mark. If you want the 4pm version, How to fill a last-minute cancellation in HighLevel starts at the chair.

What happens if they pass?

If they pass, we text the next person. They stay on the list. Passing is a normal answer. The hour might clash with school pickup. They might already be somewhere else.

We do not keep asking the same person for that opening. One text for that time. Then we move on. The waitlist tag comes off once someone is booked.

Who do we skip?

We skip anyone who asked not to get texts. If they have told your shop to leave them alone, they will not get an offer. We text the next person on the list instead.

The person we skipped stays on the waitlist unless you take the tag off. That is your call. Some people want the tag and still do not want texts. Listen to them.

If the list is only people who cannot be texted, nobody gets a message. That is the skip doing its job. Add someone who can get a text, or leave the hour open.

Frequently asked questions

Do I write the text myself?

No. You do not copy a number from a list and type a text while someone is in the chair. You tag the people who asked, and you install NextUp on that location. When someone cancels, the next person hears from your number. You keep doing the work in front of you.

What if they never tap the link?

Then they did not take the time. We do not keep pinging them for that opening. We text the next person on the list. The one who never tapped stays on the waitlist unless you take the tag off. You can always text them yourself later if you want to.

Can I choose who gets the first text?

The next person on the list is the next person you tagged who can get a text. You choose the list when you add the tag. If someone should not be first, take the tag off or add it later. We skip anyone who asked not to get texts.