Waitlist
Manage walk-ins and overflow with the digital waitlist
Updated Jan 11, 2026
When your restaurant is fully booked, the waitlist helps you manage walk-ins and overflow guests efficiently.
How the Waitlist Works
- Add guests: When walk-ins arrive and no tables are available, add them to the waitlist
- Track wait time: The system automatically tracks how long each party has been waiting
- Notify guests: Send SMS notifications when their table is ready (if phone provided)
- Seat guests: Move guests from the waitlist directly to a table
Adding Guests to the Waitlist
From the Admin Dashboard
Navigate to the Waitlist section in the sidebar
Click Add to Waitlist
Enter guest information:
- Name (required)
- Party size (required)
- Phone number (optional, enables SMS notifications)
- Notes (optional)
Click Add to Waitlist
Tip
If guests provide a phone number, you can send them an SMS notification when their table is ready.
Managing the Waitlist
Viewing the Waitlist
The waitlist shows all waiting parties with:
- Guest name and party size
- How long they've been waiting
- Phone number (if provided)
- Notification status (if SMS was sent)
Notifying Guests
When a table becomes available:
- Find the next party on the waitlist
- Click Notify to send an SMS (requires phone number)
- The guest receives a text that their table is ready
- The entry is marked as "Notified"
Seating from the Waitlist
Click Seat on the waitlist entry
Select an available table (or tables for larger parties)
The system creates a walk-in reservation and marks the guest as seated
Removing Guests
If a guest leaves without being seated:
- Click Remove on the waitlist entry
- Optionally select a reason (left, no-show, etc.)
- The entry is removed from the waitlist
Waitlist Statuses
| Status | Description |
|---|---|
| Waiting | Guest is waiting for a table |
| Notified | SMS notification has been sent |
| Seated | Guest has been seated (entry is resolved) |
| Removed | Guest left or was removed from waitlist |
SMS Notifications
Info
SMS notifications require the guest to provide a phone number and SMS to be enabled in your notification settings.
When you click Notify, the guest receives a text message letting them know their table is ready. This helps manage guests who prefer to wait outside or nearby rather than in your lobby.
Mobile App Features
The TableYeah mobile app includes additional waitlist features:
- Swipe actions: Quickly seat, notify, or remove guests with swipe gestures
- Drag-to-seat: Drag a waitlist entry directly onto a table in the floor plan
- Real-time updates: See waitlist changes instantly across all devices
Best Practices
- Estimate wait times: Give guests a realistic expectation when adding them to the waitlist
- Collect phone numbers: This enables SMS notifications and improves the guest experience
- Monitor regularly: Check the waitlist frequently during busy periods
- Use notes: Add notes about special requests or seating preferences