Waitlist Management

The waitlist feature allows your staff to efficiently manage players waiting for tee time slots when the schedule is full. This guide covers everything you need to know about using the waitlist system.

Overview

The waitlist is designed to help you fill last-minute cancellations and no-shows quickly. Key features include:

• Today-only focus - Waitlist entries are only for today’s play
• Automatic cleanup - Old entries are automatically removed after 48 hours
• Audit trail - Full history of all waitlist actions
• Priority booking - Quick booking directly from the waitlist to available slots

Accessing the Waitlist

The waitlist panel is located on the right side of the tee sheet page. You can:

1. Click the Waitlist tab to view current entries
2. See the total count of waiting players at a glance
3. Click the history icon (📋) to view today’s waitlist activity

Adding Players to the Waitlist

When a player wants to get on the course but no times are available:

1. Click Add to Waitlist button in the waitlist panel
2. Fill in the required information:
   • Customer Name - Full name of the primary contact
   • Players Needed - Number of people in their party (1-4)
   • Phone Number - For callback when a slot opens
   • Notes (optional) - Special requests or preferences
3. Click Add to Waitlist

The player will be added with a timestamp and appear in the list.

Best Practice

Always get a phone number so you can reach players quickly when a slot opens up.

Viewing Waitlist Details

To see more information about a waitlist entry:

1. Click on any entry in the waitlist panel
2. A detail dialog will show:
   • Customer name and party size
   • Phone number for contact
   • When they were added
   • Any special notes or requests

Booking from Waitlist

When a tee time slot opens up or has availability:

From an Existing Tee Time

1. Click on a tee time that has open spots
2. If there are players on the waitlist, you’ll see two buttons:
   • 📋 Waitlist - Book from waitlist
   • ➕ Walk-in - Add a walk-in player
3. Click 📋 Waitlist to see available waitlist entries
4. Entries are automatically filtered:
   • ✅ Green entries can fit in available spots
   • ⚠️ Gray entries have too many players (disabled)
5. Click Select on the desired entry
6. Fill in the names for all players in the party:
   • First name is pre-filled with customer name
   • Add names for remaining players in the party
7. Click Add X Players to confirm

Important

All player names must be filled in before you can complete the booking. This ensures completeness for payment and check-in purposes.

What Happens After Booking

When you book a player from the waitlist:

1. Players are added to the tee time slot
2. Waitlist entry is automatically marked as “booked”
3. Players appear with orange “payment needed” status
4. You can then:
   • Configure amenities (holes, range balls, etc.)
   • Add items (golf cart, club rental, etc.)
   • Collect payment using the payment form
   • Check them in when ready

Managing Waitlist Entries

Editing an Entry

To update waitlist information:

1. Click on the waitlist entry
2. Click Edit in the detail dialog
3. Update any information as needed
4. Click Save Changes

Removing from Waitlist

If a player no longer needs to wait:

1. Click on the waitlist entry
2. Click Remove button
3. Optionally add a reason (e.g., “Found another time”, “No longer needed”)
4. Click Remove from Waitlist

Common reasons for removal:

• Player found another tee time elsewhere
• Player no longer wants to play
• Weather concerns
• Called and couldn’t reach them

Viewing Waitlist History

To see all waitlist activity for today:

1. Click the history icon (📋) next to “Waitlist” in the panel header
2. The history dialog shows all actions for today:
   • Green - Players added to waitlist
   • Blue - Waitlist entries updated
   • Red - Players removed from waitlist

Each entry shows:

• What action was taken
• Who performed the action
• When it happened
• Details about the change

History Retention

History entries are kept for 30 days, then automatically deleted. Only today’s entries are shown by default.

Best Practices

Communication

• Call players promptly when a slot opens - spots fill quickly
• Confirm availability before booking them in
• Be clear about timing - let them know exact tee time

Managing the List

• Check regularly for players who can be accommodated
• Remove outdated entries if you can’t reach someone
• Add notes about player preferences or restrictions

Priority Handling

• Use your club’s policy for priority (first-come-first-served, members first, etc.)
• Document your approach in the notes
• Be consistent and fair

Workflow Tips

• Morning review - Check the waitlist at start of day
• Update as you go - Remove entries as soon as they’re resolved
• Communicate cancellations - Let waiting players know about openings

Common Scenarios

Single Player Waiting (Party of 1)

1. Most flexible - can fit in any available spot
2. Easy to accommodate with existing groups
3. Often fills partial bookings

Large Party Waiting (Party of 4)

1. Needs a full slot or completely empty tee time
2. May need to wait longer for availability
3. The system automatically disables booking if not enough spots

Multiple Parties Waiting

1. Work down the list in order (or by your club’s priority rules)
2. Accommodate smaller parties in partial slots
3. Keep larger parties updated on estimated wait time

Last-Minute Cancellation

1. Check waitlist immediately
2. Call the next eligible party
3. Give them a short window to confirm (5-10 minutes)
4. Move to next party if they can’t make it

Troubleshooting

Waitlist Entry Won’t Book

Problem: Can’t select a waitlist entry when booking

Solutions:

• Check if party size exceeds available spots
• Verify the tee time isn’t locked or full
• Confirm the waitlist entry is still “active”

Can’t See Waitlist Button

Problem: No waitlist button appears on tee time

Solutions:

• Waitlist button only shows when entries exist
• Check that tee time has available spots
• Verify you’re in edit mode (clicked on existing tee time)

Players Not Showing as “Payment Needed”

Problem: Added players appear ready instead of needing payment

Solutions:

• This shouldn’t happen - players from waitlist always need payment
• If it occurs, contact support
• In the meantime, manually collect payment as usual

Related Features

• Managing Tee Times - General tee sheet operations
• Payment Collection - Collecting payment from players
• Check-in Process - Checking in arrived players

Technical Details

For developers and system administrators:

Data Storage

• Waitlist entries stored in TeeTimesTable
• Auto-deletion via DynamoDB TTL (48 hours)
• Single-table design pattern

API Endpoints

• POST /clubs/{club}/waitlist - Add entry
• GET /clubs/{club}/waitlist - List entries (today only)
• PATCH /clubs/{club}/waitlist/{id} - Update entry
• DELETE /clubs/{club}/waitlist/{id} - Remove entry
• GET /clubs/{club}/waitlist/history - View audit trail

Audit Trail

• All actions logged to waitlist history
• Includes: who, what, when, and details
• 30-day retention policy