✨ Be Strategic About How You Contact Waitlist Clients However, after the first client, 7 has been found to be the ideal number of clients to contact, at a 40% fill rate contacting 2-5 clients showed a much lower return rate. Studies have shown that the most important factor in filling a spot is the number of waiting clients you reach out to to fill the spot if you are a practice that knows your clients well, you may only need to contact one client to fill the spot, if you know their appointment preferences. As spots free up, you and your team should have a strategy in place for reaching out to waiting clients. In order for your waitlist to actually be effective, you need to be ready to use it when a space opens up in your schedule. Best Ways to Optimize Your Waitlist Software You can even include the option to sign up in your newsletter or appointment reminders, so clients have a variety of opportunities to join. ![]() Remind clients there is no commitment to signing up on the waitlist it is genuinely for their benefit so they can see the practitioner sooner or be notified if an ideal appointment time opens up. You or your administrative staff should encourage clients to get on the waitlist when they book appointments keeping this waitlist full is the best way for it to be effective. Having a waitlist of clients who are ready to work with you as space does open up in your schedule, or you bring on another provider, you already have eager clients willing to sign up.Īs for your waitlist of current clients, this should be filled with clients who would like to get an appointment with you sooner, or change the time of their appointment to be more optimal for their schedule. However, this does not mean you should stop taking inquiries from new clients or focusing on lead generation strategies. Once you have established your business and have a wide client base, it is possible that your schedule will reach a saturation point in which you are unable to take on new clients. The first step to having an efficient waitlist strategy is to actually build up a list of clients both new clients looking for an initial appointment, and current clients looking to meet with you sooner. Creating Your Client Appointment Waitlist ![]() Here, we’ve compiled our best practices for creating and managing a client waitlist for your wellness business. Having a client waitlist in place and using a waitlist management software can help you quickly fill those open appointments and avoid losing revenue. However, when clients cancel their appointments, even within the restrictions of your cancellation policy, that can have a direct impact on your business’ performance.ĭespite strategies such as appointment reminders, confirmations, and cancellation policies, client cancellations are bound to happen. In a wellness business, your revenue is directly related to your ability to keep your schedule full.
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