The Waitlist System is a flexible and powerful tool that allows businesses to send contacts timely notifications indicating that their table is ready, that their order is ready for pick-up, or that it's their turn to enter a metered occupancy location. It is integrated with the Kiosk Check-In Manager (KCM), which makes it possible to track check-ins to a loyalty program and send notices simultaneously with little-to-no change in the businesses' current setup.
Notes: The Waitlist System requires an active Kiosk Check-In Manager (KCM), the KCM requires an active Kiosk, and the kiosk requires an active campaign. If your account does not already have these components, you will need to create them before you can proceed.
Please note that while you must create a kiosk in order to use the Waitlist System, you DO NOT need to display a customer-facing kiosk. Employees can operate a Waitlist System without a customer-facing kiosk.
Table of Contents
Follow the steps below to activate and set up the Waitlist System for your account.
Step 1.
Click Mobile Tools from the main menu.
Step 2.
Click Digital Kiosk Wizard.
Step 3.
Click the pencil icon in the edit column of the Kiosk for which you wish to create a Kiosk Check-in Manager (KCM) Waitlist System.
Step 4.
Locate & click the Check-In Manager button at the top of the page.
Step 5.
If the desired kiosk does not already have an active KCM, click the Create Kiosk Check-In Manager button and the page will refresh and issue a KCM URL you can use. Please see the Kiosk Check-In Manager (Basic Set-Up) for additional basic set-up options.
Step 6.
Choose a Linked Keyword - All messages sent from the system are linked to a campaign. In order to send Welcome Messages, Message Templates, and One-Time messages from the KCM, you must select a default keyword from the drop down menu.
Step 7.
Click the Update button at the bottom of the pop-up window to save your Linked Keyword selection before clicking the Message Templates button.
Step 8.
Message Templates - Click the Message Templates button to create one-time message templates you will be using to send messages to contacts from the waitlist system. The page will open in a new tab on your browser.
Step 9.
Click the Create One Time Message button and use the options provided to create your Waitlist Message templates.
Note: If your account has an active Text Reminder System (TRS), make sure to select No to "Show on Text Reminder System" and Yes to "Show on Check-In Manager" for any messages you do not want used within the TRS.
Step 10.
Click the originating tab on your browser to return to the KCM pop-up to complete your Waitlist settings.
KCM WAITLIST SYSTEM SETTINGS
Step 11.
Click the Waitlist tab at the top of the KCM pop-up. This page allows you to activate the Waitlist System, to render and download self-entry QR codes, and to enable the delivery of an optional welcome message to mobile numbers that are added to the waitlist.
Step 12.
Activate - Select ON to activate the Waitlist System of the KCM. This will also activate the Data Sync settings Tab which will be explained later.
Step 13.
Waitlist Sort - Use this option to control the default order that entries appear in the KCM Waitlist.
Step 14.
Daily Auto Complete - Use the option to clear any remaining Waitlist entries at the end of each day. When ON, the Waitlist automatically clears daily at 3am PST.
Step 15.
Waitlist Label - Use this option to change the name of the Waitlist System button and page title displayed on the KCM.
Step 16.
Status Button Label - Contacts that self-add to the waitlist will be redirected to a thank you page that confirms their entry and displays a button they can click to view their position in line and update their own status. Use this option to customize the text displayed on the button.
Waitlist Status Page:
Note: The Waitlist Status page can also be delivered via text on the welcome message and in the message templates using the data merge field ~statuslink~
Step 17.
Thank You Page Button - This is an optional button that can be displayed on the self-entry confirmation page.
Select ON to activate the feature, customize the button's text, and enter a redirect URL
Step 18.
Welcome Text Message - Select On to enable the automatic delivery of an optional welcome message to mobile numbers that are added to the waitlist. Use the space provided to enter your SMS message and attach an optional coupon.
Note: ~statuslink~ is the data merge field used to send the Waitlist Status page URL in a text message.
Step 19.
Update - Click the Update button at the bottom of the pop-up window to save your preliminary waitlist settings.
Step 20.
(optional) Self Entry Form & QR Code - This function allows contacts to add themselves to the waitlist by clicking a link or scanning a QR Code.
(optional) Step 21.
Copy and paste the short URL into a mobile campaign 001 message. Contacts that text the keyword to the messaging-code will be sent the 001 with a link that can click and complete to add themselves to the waitlist.
(optional) Step 22.
Click the QR Code to render a resized downloadable JPEG file of the QR Code for use with in-store signage. The Default QR Code image renders in 160x160 px. If you need a different size, enter the desired px value (ex: 200) in the space provided, click the Create button, then click the download button to save a JPEG copy of the image file. When finished, click the X to close the QR Code pop-up.
Click the Update button at the bottom of the pop-up window to save your preliminary waitlist settings.
KCM WAITLIST DATA SYNC SETTINGS
Data Sync settings only appear when the Waitlist feature is active. These settings are used to control how a data entry is shared and synced across the three interconnected systems: Digital Kiosk, KCM or Self-Entry Waitlist.
Step 23.
Select your Data Sync Settings - With the waitlist ON, click the Data Sync tab at the top of the KCM pop-up.
Which settings you'll need will vary depending on how you intend to use the Waitlist. You can determine your sync settings by answering a few basic questions:
Kiosk Entries
If the waitlist is being used with a customer facing kiosk, do you want all mobile numbers entered into the kiosk to also be added to the Waitlist?
- No - Toggle Sync to Waitlist to OFF
- Yes - Toggle Sync to Waitlist to ON
Note: Kiosk Entries always sync to the Check-in Manager and this setting cannot be turned OFF.
Check-In Manager Entries
Do you want all mobile numbers entered into the KCM by employees to also be added to the Waitlist?
- No - Toggle Sync to Waitlist to OFF
- Yes - Toggle Sync to Waitlist to ON
Do you want all mobile numbers entered into the KCM by employees to also be counted as Kiosk Activity?
- No - Toggle Sync to Kiosk to OFF
- Yes - Toggle Sync to Kiosk to ON
Note: Check-In Manager Sync to Waitlist and Sync to Kiosk cannot be OFF at the same time.
Waitlist Self-Entries
Do you want to allow contacts to add themselves to the Waitlist by using the Self-Entry Form & QR Code?
- No - Toggle Sync to Check-In Manager to OFF
- Yes - Toggle Sync to Check-In Manager to ON
Note: Turning ON Waitlist Self-Entries to Sync to Kiosk may result in loyalty points earned and loyalty rewards issued. As such, TURNING THIS ON IS NOT RECOMMENDED!
