The Wait List collects guests who are waiting for a period. When a room becomes free, the hotel finds the guests here who are waiting for exactly this period and records a request for them. The menu item is under CRM › Wait List.
Example: Offer a period that has become free to a waiting guest
A guest has received a rejection and used it to put themselves on the Wait List. Now a room is free in their period, and the hotel records a request for them.
Open the Wait List. Under CRM › Wait List, the list opens. At first it shows the entries with the status “waiting” and “inquired by guest” whose arrival or departure lies in the next six months.
Choose the period. In the “Period arrival/departure” filter, the hotel enters the period of the room that has become free in the from and to fields.
Choose the room category. In the “Room category” filter, the hotel selects the category of the free room. The two filters limit the list to this period and this category.
Find the guest. The “Guest” column shows who is waiting, next to it “Arrival” to “Departure”, “Nights”, “Adults”, “Children” and the entry’s “Notes”.
Record the request. In the row’s menu, “Create request for this guest” opens a new request. It is already filled in with the entry’s data.
Save the request. On saving, the entry is linked to the request, and “waiting” becomes “inquired by guest”.
Result. The guest is now in the Wait List with the status “inquired by guest”. If a booking results from this request, the entry becomes “accepted” by itself.
The pages in detail
“Wait List” page
The page lists the entries of the Wait List. Each row is a guest with their preferred period. The columns are “Status”, “Guest”, “Arrival” to “Departure”, “Nights”, “Adults”, “Children”, “Facility/Hotel”, “Room category” and “Notes”.
Above the list are the filters:
“Period arrival/departure” searches by the guests’ preferred period, “Period of entry in list” by the day on which the entry last received the status “waiting”. The period is in the from and to fields. The arrows “1 week back” and “1 week forward” move both dates together by one week, and the list reloads with the new period.
“All facilities/hotels” and “Room category” limit it to one property or one category.
“all” and the four status symbols select which statuses the list shows.
“Guest name” searches for a guest by their name.
The list shows these four statuses:
“waiting”: The guest is waiting for their period.
“inquired by guest”: A request was recorded for the guest via “Create request for this guest”, or the status was set via the option “Inquiry”.
“accepted”: A booking has resulted from the linked request, or the status was set via the option “Accepted”.
“declined”: The entry was declined via the option “Declined”.
The menu in the “Status” column of each row changes an entry’s status, with the options “Inquiry”, “Accepted”, “Declined” and “Return to waiting”. “Return to waiting” is only offered for an entry that is not already “waiting”. “Inquiry” only sets the status to “inquired by guest” and does not create a request. The list never shows a fifth status, “prepared” (below, “Frequently asked questions”).
In the menu of a row, “Create request for this guest” opens a new request with the entry’s data, as in the example above.
The “New entry” button creates an entry by hand.
“New entry” / “Entry for” page
On this page, an entry is created by hand. Under “Search/select existing guest”, a guest who is already known at the hotel is selected.
The entry’s fields are “Status”, arrival and departure, an “Alternative period”, “Adults”, “Children”, “Facility/Hotel” and “Room category”. “Alternative period” takes a second period of the guest. For “Adults”, 1 to 99 are allowed. “Internal notes (not visible to the guest)” takes a note for the team.
In a rejection to the guest
An entry can arise from a rejection. If the “Show wait list option” switch is turned on there, the guest can put themselves on the Wait List. In the “Suggested dates for wait list” section, the hotel suggests dates to them for this: “Arrival”, “Departure”, “Arrival (alternative)”, “Departure (alternative)”, “Facility/Hotel”, “Room category”, “Adults” and “Children”. “Internal notes (not visible to the guest)” takes a note for the team that the guest does not see.
In a rejection template
Under Settings › Messages › Rejection templates, a template has the “Show wait list option” switch. A rejection from the automation whose template has this switch turned on also offers the guest the Wait List.
In the guest area, page of a rejection
The guest sees the rejection in the guest area, and below it the form “Entry in our wait list”. There they select “Arrival” and “Departure”, under “Room” a room or “no preference”, and write something under “Comments (optional)”. “Add alternative period” adds a second period. With “Add to wait list” they put themselves on the list and read “You have been added to our wait list.”
“new wait list entry” notification
When a guest puts themselves on the list, the hotel receives the notification “new wait list entry”.
Prerequisites
‘Wait List’ belongs to the Offers licence module. With Multi-Property, the “All facilities/hotels” filter and the “Facility/Hotel” column are added.
If the module is licensed, access to it is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
How does a guest get on the Wait List? In three ways: via a rejection with “Show wait list option” turned on, via a rejection from the automation whose template has “Show wait list option” turned on, or by hand via “New entry”.
The guest received a rejection with a wait list. Why are they not in the list yet? As long as the guest has not put themselves on the list, their entry has the status “prepared”, and the list never shows this status. As soon as they select “Add to wait list”, they are in the list as “waiting”, and the hotel receives the notification “new wait list entry”.
The guest has booked. Why is their entry not set to “accepted”? An entry only becomes “accepted” by itself if the booking results from the request that was recorded via “Create request for this guest”. Only this path links the entry to the request. Otherwise the status can be set to “Accepted” by hand.
Can an entry be deleted? No, an entry cannot be deleted.
Why is the “Wait List” menu item missing? Either the user’s role gives no access to the “CRM” menu item, or the Wait List is not set up for the hotel. Roles are managed by ReGuest support, which can also tell you whether the Wait List is set up.
As of: 2026-10-20.