Waiting List

Waiting List (/admin/waiting-list)

Prospects who paid a waitlist fee to be matched with a room. Tabs: Entries · Matches · Import.

• Entries — each entry records the prospect's desired move-in window (the Move-In Window column: the earliest and the latest day they could move in, a range for the move-in day, not the length of their stay), budget, and preferences, plus their waitlist fee payment. Statuses run from active → offered → converted (became a reservation) or expired/declined. Stale entries expire automatically.
• Matches — the matching view: for each entry, candidate units that fit their window and preferences. Each applicant's header reads Wants to move in [earliest] → [latest] with their budget; each room below shows its own Available from date, so you can compare the two. A room matches when it frees up by the applicant's latest date and no more than 30 days before their earliest. Send an offer for a specific unit; the prospect accepts or declines from the link they receive (no login needed). A declined offer returns the entry to the pool — record the reason.
• Import — adds one entry for a prospect who applied outside the website. Drop their filled-in form (a PDF or an image) on Upload Form to pre-fill the fields, then check them before you save. Preferred Areas and Preferred Layouts are toggles: click each one that applies. Under Payment, record how their waitlist fee was paid: the method, whether it is paid or still pending, the amount, and the PayPal or Wise transaction ID where there is one.
• Click an entry for full details, offer history, and conversion actions. Converting creates a reservation for the chosen unit and links the waitlist fee to it.
• Converting needs written proof. The waitlist fee is refundable until the prospect accepts a room, so converting records that they accepted and the fee stops being refundable. The Convert to Reservation dialog warns you, and Create Reservation stays greyed out until you tick I have the applicant's written acceptance of this room and attach a screenshot of it (an email, a LINE or WhatsApp message): paste it with Ctrl+V, drop it, or click to choose the file. The screenshot is kept on the reservation, under Documents → Waiting-list acceptance proof. A prospect who accepts an offer themselves, from the offer link, needs none of this.

Notes:

• A reservation can also be converted to waitlist (from the reservation side) when their desired room falls through — the reservation is closed and a linked waitlist entry carries on. Such closed reservations are not occupancy.
• A waitlist fee is not income while the prospect waits: it is refundable money. Used for a booking, it is counted inside that booking's move-in invoice. When an entry is cancelled or expires, its fee shows on Reservations → Cancellations as a refund owed; if you keep it there (with a reason), it becomes income under Other charges.