WeTravel's waitlist feature allows you to manage waitlists for specific packages and departure dates. This feature helps to generate more interest in your trips and creates a sense of urgency that can help you secure bookings faster. Finally, by using the waitlist feature, you can effortlessly maximize your sales by inviting prospects to explore trips that are tailored to their interests.
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To add a waitlist to your trip, go to My Trips and choose Edit Trip from the drop-down menu.
Stay in the first section of the trip builder - Trip Basics and scroll down until you can toggle the waitlist function on and off.
Once you click on "Publish", the waitlist feature will be activated. Whenever your package is sold out, the booking deadline has passed, or if you set your package availability to Unavailable, your participants will be able to see and join the waitlist.
Here's what it looks like to your participants when one of the packages is sold out:
Here's what your participants will see when no packages are available:
For your recurring trips:
Once a potential participant clicks "Join Waitlist", they will be asked to enter their first name, last name, email and phone number. They can also leave you a note if they wish. Then, they will have the option to select the number of participants and the package they want to be added to the waitlist for. If this is a recurring trip, your participant will also need to select the departure date.
We will display the "I don't have a preference" option only if there is more than one package offered on the trip.
Once a participant joins the waitlist, we will display the following confirmation message:
Thereafter, a new tab in your Manage Trip dashboard for the Waitlist will be added. There are four actions you can take:
Invite - Select the package (or packages) and the number of participants you wish to invite, and then click on the "Invite" button. The invitees will have a maximum of 48 hours to respond to the invitation. After the 48 hours are up, the link will no longer be valid. If they choose to click on the invitation link, they will be directed to the standard checkout process.
Sold Out - the package is sold out as the maximum number of bookings has been reached.
Deadline Passed - the booking deadline has passed.
Unavailable - the package availability was set to Unavailable in the trip builder.
Please note that with the invitation link, a participant can sign up for your trip even if the maximum group size is reached or the booking deadline has already passed.
Here is an example of the invitation email that your participants will receive:
Please keep in mind that when you invite participants, they will receive an invitation to join the exact number of packages that you invited them for. They can still make changes to their order by reducing the number of packages they want, but they will not be able to request more packages unless they are looking to buy packages that are not sold out. Alternatively, they can go back on the waitlist to request more.
Waitlist Details - If you click on a name in the waitlist, you will see the customer's first name, last name, email, phone number, notes to the organizer, requested packages and the date when the customer was added to the waitlist. If this is a recurring trip, you will be able to view the requested date, too.
Send Message - This opens your email program to send the customer an email.
Remove - This removes the customer from the list.
That's it - you can now easily capture every interested customer and manage your waitlist with ease! 🎉
FAQ - frequently asked questions
How can I activate pre-registration for my trips?
Click here to learn how you can use pre-registration feature
How can I manually add someone to the waitlist if I am a trip organizer?
You cannot add clients to the waitlist from the trip dashboard. If you have your client's email address, you can follow the same steps your clients would when joining the waitlist and in this way register them to the waitlist.
What time zone is used for the waitlist on the Manage Trip dashboard ("Date Joined")?
The time used is in UTC.
What time zone is used to activate the waitlist after the booking deadline?
The time used is in UTC. If you set the trip booking deadline to December 1st, the waitlist will be enabled at midnight on December 2nd, UTC time.
Can I download the waitlist information and send a bulk message to everyone on the waitlist?
All the information regarding the clients that joined the waitlist can be found in the downloadable Excel sheet available in your trip dashboard. The tab named "Waitlist" contains all the necessary details about the clients who joined the waitlist. Unfortunately, we do not currently provide a bulk messaging feature for the waitlist. However, you can easily copy the email addresses from the Excel sheet and use your own email provider to send a mass message.
Please contact us at info@wetravel.com if you encounter any issues or want to share any feedback.