How FullSlot Matches Cancellations to Your Waitlists
How FullSlot Matches Cancellations to Your Waitlists
When a cancellation comes in, FullSlot needs to figure out which waitlist to notify. This happens automatically in most cases — but you can also set up explicit rules to guarantee the right match every time.
How automatic matching works
FullSlot reads the cancelled appointment's title, duration, and provider name, then finds the closest matching appointment type on your waitlist. It handles messy real-world calendar titles like "Botox w/ Dr. Kim 60min" or "bx - Ashley 2pm" without requiring you to set anything up.
Each match is assigned a confidence score. If the score is high enough, FullSlot sends notifications automatically. If it's too low, the slot is held for your review instead of going to the wrong list.
Setting up provider rules
If you have multiple providers and want FullSlot to route based on who the appointment was with, set up provider rules under Settings → Provider Rules.
Example: "Dr. Kim" → Injectables, "Ashley" → Facials. Once set, FullSlot routes based on the provider name in the event title — no guessing required.
Setting up classification rules
For appointments with consistent naming patterns, classification rules give you even more control under Settings → Classification Rules.
Example: any event titled "bx" with a 60-minute duration → Botox waitlist. Rules are matched in order and override automatic matching.
Reviewing held slots
If FullSlot isn't confident in a match, the slot appears in your Cancellations queue with a Held for review badge. You can:
1. Open the slot 2. Confirm or correct the appointment type 3. Send the notification
FullSlot remembers your correction and applies it to similar appointments automatically in the future.
What if there's no matching appointment type?
Create the appointment type first under Settings → Appointment Types, then add clients to its waitlist. Once a waitlist exists for a service, FullSlot can match cancellations to it.