Fill cancelled spots from the waitlist
When someone cancels a class spot, the next eligible person is offered it, and nobody is double-offered.
Operations · Gyms and studios · When something happens · Updated
Works with
- Slack
- Calendly
- Cal.com
Slack
Calendly
Cal.comHow do you fill cancelled spots from a waitlist?
To fill cancelled spots from a waitlist, give Maito your rules. When a booking is cancelled, it offers the spot in waitlist order to members with an active membership and a credit, sets an expiry, locks the first yes, and posts what happened in Slack.
How it's done today
Staff text a waitlist one by one and may double-offer a spot.
What Maito does
- Detect the cancellation
- Pick the next member who is eligible
- Offer the spot by text with an expiry
- Lock the first yes and close other offers
Example
Loop run: Cancellation: Thursday 6:00 PM Reformer
Dee Okafor cancelled one spot in Thursday Oct 22, 6:00 PM Reformer. Waitlist: 4 people. • #1 Ava M.: skipped. Membership paused until Nov 1. • #2 Jon R.: skipped. No class credits left. • #3 Maya Cho: offered at 2:14 PM, expires 2:34 PM. • #4: not contacted unless Maya declines or lets it expire. Catch: Ava has been first on the waitlist for three weeks and keeps getting skipped for the paused membership. She may want to know.
@Maito Did Maya take it?
Yes, at 2:19 PM. The spot is locked and Maya has her confirmation. The offer to #4 is closed. Thursday 6:00 PM is full, 12 of 12. Want me to draft a note to Ava about the pause?
Maito (2:14 PM):
Dee Okafor cancelled one spot in Thursday Oct 22, 6:00 PM Reformer. Waitlist: 4 people.
• #1 Ava M.: skipped. Membership paused until Nov 1.
• #2 Jon R.: skipped. No class credits left.
• #3 Maya Cho: offered at 2:14 PM, expires 2:34 PM.
• #4: not contacted unless Maya declines or lets it expire.
Catch: Ava has been first on the waitlist for three weeks and keeps getting skipped for the paused membership. She may want to know.
Lena (2:21 PM):
Did Maya take it?
Maito (2:21 PM):
Yes, at 2:19 PM. The spot is locked and Maya has her confirmation. The offer to #4 is closed. Thursday 6:00 PM is full, 12 of 12. Want me to draft a note to Ava about the pause?
How to set it up
- Ask your agent
“When someone cancels a class booking, offer the spot by text to the first waitlisted member with an active membership and a class credit. The offer lasts 20 minutes. First yes gets it. Post what happened in #studio.”
- Connect booking system
- Calendly
- Cal.com
- Connect SMS
- Twilio
- Use membership software
- Mindbody
- Glofox
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't override your rules or decide who deserves a spot. People skipped repeatedly are flagged to you.
Questions
It offers to one person at a time. The first yes locks the spot and closes other offers.
Anyone who fails your rules, such as a paused membership or no class credits. Maito lists each skip and the reason.
Your booking system, Calendly or Cal.com, Twilio for texts, and a membership tool such as Mindbody or Glofox through a skill.
