Automated Zenoti Waitlist Slot Filling
Every morning, WebRun opens Zenoti, reads tomorrow's appointment book for gaps left by cancellations and no shows, matches each open slot to guests on the waitlist by service and provider, posts the front desk a call list in Microsoft Teams, and drafts a WhatsApp offer per guest for someone to approve.
How do I fill cancelled appointment slots from a waitlist?
WebRun opens Zenoti every morning and reads tomorrow's appointment book for gaps left by cancellations and no shows. It matches each open slot to waiting guests by service and provider, posts the front desk a call list in Microsoft Teams, and drafts a WhatsApp offer per guest for a person to approve.
- Tomorrow's empty chairs are worked today, not on the day
- Every gap arrives with the waiting guests already matched to it
- Offers are written and waiting, so the front desk only has to approve
Built for salons · spas · medspas · multi-location wellness operators · front desk teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
zenoti.comin a real browser with your saved login - no setup, no API keys. -
1
Zenoti - find tomorrow's open slots
zenoti.com
WebRun opens Zenoti to find tomorrow's open slots. - Open the appointment book for tomorrow at each location you run
- Find every gap left by a cancellation or a no show, with the time, the duration, and the service provider
- Read the waitlist and match waiting guests to each gap by the service they want and the provider they asked for
Done when Every open slot tomorrow has a list of waiting guests who fit it.
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2
Microsoft Teams - post the call list
microsoft.com
WebRun opens Microsoft Teams to post the call list. - Post the front desk a call list to your location channel, one block per open slot
- Under each slot list the matched guests with the service they want and how long they have waited
- Put the longest gaps and the highest value services first so the biggest holes get filled
Done when The front desk has tomorrow's gaps and matched guests in Microsoft Teams.
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3
WhatsApp - draft offers to waiting guests
whatsapp.com
WebRun opens WhatsApp to draft offers to waiting guests. - Draft a short, warm offer for each matched guest naming the service, the time, and the provider
- Leave every draft unsent so the front desk reviews and sends it. WebRun never messages a guest on its own
- Note in the team thread which offers are drafted and waiting for a person to approve
Done when An offer is drafted for every matched guest and left for the front desk to approve.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it message guests without the front desk seeing it first?
No. Every WhatsApp offer is drafted and left unsent for a person to review and send. WebRun never messages a guest on its own and never books an appointment.
Can it book the guest into the open slot?
No. Booking stays in the front desk's hands inside Zenoti. WebRun matches waiting guests to gaps and prepares the offer so the call takes seconds instead of a search.
How does it match a guest to a slot?
It matches on the service the guest is waiting for, the provider they asked for, and whether the gap is long enough for that service, then ranks by how long each guest has waited.
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