How FullSlot Works
How FullSlot Works
FullSlot automatically notifies your waitlisted clients the moment a cancellation opens up — so the slot gets filled without any manual work from your team.
The full flow, step by step
1. A client cancels their appointment in their scheduler. This can happen in Calendly, Square, Acuity, Vagaro, or any system connected via Webhook Bridge.
2. The scheduler notifies FullSlot instantly. FullSlot connects via webhooks — a real-time signal that fires the moment a cancellation is recorded. There's no polling, no delay.
3. FullSlot matches the appointment type to your waitlist. FullSlot reads the event title, duration, provider name, and any saved routing hints to find the right waitlist. If it is not confident enough, it holds the slot for review instead of guessing.
4. Eligible clients on the waitlist are notified. They get a text message, an email, or both — depending on your settings. The message tells them exactly which service opened up, when it is, and includes a one-tap link to book the slot. By default everyone is notified at the same time (broadcast). If you have Priority Queue enabled, FullSlot notifies your highest-priority clients first and opens up to the next group only if they don't respond.
5. The first client to click and confirm gets the slot. It's first-come, first-served. As soon as one person books it, the slot is marked filled.
6. All other clients receive a "slot just filled" message. No one is left hanging. They stay on the waitlist for the next opening.
7. The slot shows as Filled in your dashboard. You can see who booked it, when they were notified, and how long it took.
A few things worth knowing
- FullSlot works alongside your existing scheduler. In most cases it listens for cancellations and leaves the rest of your setup alone. In some rebooking flows, FullSlot may also cancel an older appointment automatically if your integration supports it.
- By default, clients are notified simultaneously. This is what makes it fast. If you have Priority Queue enabled, FullSlot notifies top-priority clients first and works down the list in waves if they don't respond.
- The person who cancelled does not get notified. FullSlot automatically excludes them.
- Only client-initiated cancellations trigger a notification. If you cancel an appointment yourself, no notification is sent — but you can notify the waitlist manually from the Cancellations page.
- Occasionally a slot is held for review. If FullSlot isn't confident it matched the right waitlist, it pauses and puts the slot in your review queue instead of sending it out. You confirm the match (or correct it), and it sends. Nothing goes out wrong.
- The claim window controls how long clients have to respond. Default is 15 minutes. After that, unfilled slots return to Available status and you can re-send manually.
- Revenue tracking is automatic if payments are connected. Square payments and Stripe payments (for Calendly) can be captured so you see actual revenue, not estimates.