How Small Businesses Can Optimize Appointment Waitlist Management

How Small Businesses Can Optimize Appointment Waitlist Management

Waiting is a fact of life. And managing waitlists is often a big part of doing business. 

You may be thinking of the waiting area at your favorite salon or those little buzzer coasters at restaurants. But there are so many more industries who have to tackle this problem. From bowling alleys, to car lots, to stylists, to sales professionals, to event organizers and exhibitors, waitlists seem to be everywhere.

And those annoying buzzers or the old-fashioned clipboard technique are a poor way to keep track of such a vital part of your business. Fortunately, today’s technology has given us a better way to manage the wait through appointment waitlist platforms.

How Small Businesses Can Optimize Appointments and Waitlist Management

Create an Appointment Waitlist

If your salon, repair shop, or other service business uses a walk-in model, you might be leaving money on the table. But moving to an appointment-only model can also have financial drawbacks. A better solution is to create an appointment waitlist — it’s the best of both worlds.

An appointment waitlist allows you to schedule clients way ahead of time — regular visits, planned service appointments, monthly appointments. And it also allows you to manage walk-in clients. So if your dog grooming business has monthly bath and cut clients and walk-in flea baths or nail trims, you can include all of these types of visits in the same system. This allows you to fill slow times or no-show appointments with walk-in clients, and also reschedule late clients or last-minute drop-ins with ease.

Confirm Appointments with Text Reminders

Many walk-in type businesses have found that setting appointments can actually hurt their bottom line when people don’t show up. They may have booked a full day of appointments and staffed their business appropriately only to find that half of the clients have gone elsewhere or forgotten the appointment. Staff is left twiddling their thumbs waiting for people who are not coming. The whole business is less busy, and consequently less profitable, than it should be. 

This is similar to the no-show problem restaurants have faced for years using reservation systems like OpenTable. Since NextME was originally designed for the restaurant industry, our platform was created with this difficulty in mind. 

With a simple text message, just before their appointment clients can let you know if they’re still planning to keep their appointment. If so, they are prompted that they’re soon to be next in line. If not, the waitlist is moved forward accordingly and the day progresses smoothly. The staff stays busy, the business stays active, and workers and clients alike don’t have to waste time waiting. 

Let Clients Control How They Wait 

By sending SMS updates estimating wait time and then notifying clients when they need to head back, you allow clients to control and manage their own time. They don't have to hover in or just outside your shop (or keep checking back). They can take off and do as they please, then only begin to return once they receive a text letting them know that they're next or almost next in line. 

Not sure how this would look? Take Apple's Genius Bar. They do an excellent job of allowing clients to schedule their appointments and then wait wherever or however they like. Since many of their locations are inside shopping malls or busy commercial areas, this means people can shop or run errands as they wait. This leads to happier clients and better customer service ratings across the board. And there’s no denying that they’ve managed to create a loyal following.

Take Advantage of Clients' Captive Attention

In today’s data-driven world, your clients are constantly bombarded by marketing messages. So finding ways to get their attention is harder than ever. What if you could get your clients to view a page with your chosen messages, voluntarily?

One of the best features of NextME’s waitlist platform is that it sends your clients to a page where they can monitor their place in line in real-time. This creates a captive audience who is already interested in your business and its services. And you get to decide what content is displayed on the page beneath the countdown. 

This means you could advertise potential upsell products or services like adding a blowout to a hair cut or offer new air filters for clients coming to your automotive shop. You could also showcase your website, give customers the option to sign up for your email list, or encourage them to follow your brand on social media. Have a customer loyalty plan? This is a great place to give them a sign-up link.

This waiting page is also a great option for event management teams. It allows event exhibitors to manage wait times for attendees visiting booths. The marketing page allows exhibitors to prep attendees while they’re waiting to experience all a booth has to offer. They can use the page to help attendees make a more meaningful connection to your brand or cause by combining mobile marketing content and one-on-one meetings with staff members. 

Want to see how an appointment waitlist can help you grow your business? Give NextME a call today!


Why All Event Organizers Should Use An Appointment Waitlist App - NextME

Why All Event Organizers Should Be Using An Appointment Waitlist Platform

Nobody likes to wait. This is even more true in today’s fast-paced, on-demand society. But waiting is made so much less annoying when you’re given accurate information and kept informed. This is just one of the benefits a waitlist platform can provide for attendees at your next big event. 

Waitlist platforms like NextME are an increasingly popular way for businesses to handle a queue of customers. From restaurants to healthcare clinics to conferences and industry events, this simple to use technology is taking the sting out of waiting. 

And waitlist technology is making things easier on the exhibitor’s end too. It’s taking care of back end tasks like collecting customer data and keeping track of appointments. 

Read on to find out why an appointment waitlist platform is a win/win solution that every event organizer should be using.

Why Appointment Management is Important for Events and Conferences

Greater Exhibitor Retention – Waitlist solutions like NextME allow your exhibitors to properly manage appointments and visitors during events. This leads to greater retention of exhibitors from one event to the next. 

Let’s face it. Your exhibitors are investing a lot of capital to be a part of your event. And they want to ensure they’ll get a good ROI for this investment. The most valuable commodity they’re after? Qualified leads. If you can provide them with the ability to easily capture and qualify potential leads, you’ll see exhibitors come back year after year. 

Providing NextME to your exhibitors is a great way to do this. In fact, this appointment and waitlist platform has been proven to improve lead retention rates by up to 35%. And it’s been tried and tested by the big boys like GE Appliances, who were able to capture more leads and close more sales than in prior events.  

Greater Attendee Retention – Just like exhibitors, you want to entice your attendees to return for future events. A solution like NextME presents a seamless and user-friendly face to visitors at each booth of your event. If they can spend their time networking, browsing, and learning rather than standing in line, they’ll feel like it was time well spent. 

At BMW’s Ultimate Driving Experience, NextME was deployed to great effect. As attendees waited to test drive the car of their choice, the chaos of this packed event was effectively managed with this waitlist platform. It allowed for quicker turnarounds so that visitors could participate more fully and test more cars. At all 16 of these events across the country, this lead to enhanced attendee experiences and positive responses. 

"This appointment and waitlist platform has been proven to improve lead retention rates by up to 35%"

The Benefit of Using a Platform that Offers Waitlist and Appointment Management

So why NextME? Why not just combine a basic appointment software with a simple waitlist? Or even just use an old school appointment book? 

Many event exhibitors have found that setting appointments at an event can actually hurt their bottom line when visitors don’t show up. They may have booked a full day of appointments and brought the appropriate staff only to find that half of the visitors have changed their minds or found other things to do. Staff is left twiddling their thumbs waiting for people who are not coming. And booths are less busy, and consequently less profitable, than they expected. 

It’s similar to the no show problem restaurants have faced for years using reservation systems like OpenTable. Since NextME was originally designed for the restaurant industry, our platform was created with this difficulty in mind. 

NextME offers a combined “appointment waitlist” where people can get a priority spot for a specific appointment time but the expectations are that they still may have to wait. 

With a simple text message, just before their appointment attendees can let booth operators know if they’re still planning to keep their appointment. If so, they are prompted to return to the booth as they’re soon to be next in line. If not, the waitlist is moved forward accordingly and the day progresses smoothly. Staff stays busy, booths stay active, and exhibitors and attendees alike don’t have to waste their time waiting. 

So before your next big event, why not give NextME a call? We’d love to show you how our platform can fit into your plans seamlessly.