# Waitlist Software: Fill Cancelled Spots Fast

Source: https://maito.app/workflows/fill-cancelled-spots-from-the-waitlist

When a class booking is cancelled, Maito offers the spot to eligible waitlisted members by text, with an expiry, and locks it for the first yes.

When someone cancels a class spot, the next eligible person is offered it, and nobody is double-offered.

[Operations](https://maito.app/workflows/team/operations) · [Gyms and studios](https://maito.app/workflows/industry/gyms-and-studios) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Calendly
-   Cal.com

## How 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

1.  Detect the cancellation
2.  Pick the next member who is eligible
3.  Offer the spot by text with an expiry
4.  Lock the first yes and close other offers

## Example

Loop run: Cancellation: Thursday 6:00 PM Reformer

**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

When something happens Fill cancelled spots from the waitlist

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

### How does it avoid offering one spot twice?

It offers to one person at a time. The first yes locks the spot and closes other offers.

### Who gets skipped?

Anyone who fails your rules, such as a paused membership or no class credits. Maito lists each skip and the reason.

### Which tools does it use?

Your booking system, Calendly or Cal.com, Twilio for texts, and a membership tool such as Mindbody or Glofox through a skill.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Ffill-cancelled-spots-from-the-waitlist)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)