How does the Waitlist Invitation feature work?

A well-filled waitlist is essential to optimise your schedule and successfully fill last-minute appointments. With Waitlist Invitation, your waitlist grows automatically and at the right time — without extra work for your team.

This feature is available for practices with an active PMS synchronization.

🔄 How does Waitlist Invitation work in practice?

Once the feature is activated, TurnUp builds your waitlist smartly and automatically:

Automatic invitation
Patients with a scheduled appointment automatically receive an email or in-app notification asking whether they would like to join the waitlist.

Smart timing per treatment
You decide when the invitation is sent. The timing can be set separately for each treatment or treatment category.

One click, automatically added
If the patient accepts the invitation, they are immediately added to the waitlist. No manual actions or additional follow-up required.

⚙️ How do you set up Waitlist Invitation?

You can activate the feature per treatment or per treatment category.

Do you use treatment categories? Then it is best to configure this at category level.
Category settings override individual treatment settings.

Per treatment

Go to the Overview tab in the Treatments module.
Create a new treatment or edit an existing one.
Enable the Waitlist Invitation toggle.
Once enabled, enter the number of weeks.

The number of weeks determines how many weeks before the appointment the patient automatically receives an invitation.

Per treatment category

Go to the Categories tab.
Select the correct category at the top.
Click the pencil icon to edit.
Enable the toggle.
Enter the number of weeks and save.

⏰ When is the invitation sent?

TurnUp checks all future appointments every day at 8 AM and sends the relevant invitations.
The system looks at how many full weeks remain before the appointment.

Example with a Waitlist Invitation setting of 1 week:

Appointment within 3 days → no invitation (0 full weeks remaining)
Appointment within 7 days → invitation sent (1 full week remaining)
Appointment within 13 days → invitation sent (1 full week remaining)

📍 Example

For an annual check-up, patients are often only interested in moving their appointment forward shortly before it takes place.

You can for example set:

The patient receives an invitation 4 weeks before the appointment
Once the patient accepts, they automatically become eligible for last-minute appointments

✅ Benefits for your practice

Thanks to Waitlist Invitation:

Your waitlist grows automatically
Your team has less manual work
Your schedule is better utilised
Your last-minute success rate increases
Patients are helped faster

In short: your waitlist works proactively for you.