--- title: How to manage waitlist in the calendar description: "The Waitlist in the Helix Calendar is a powerful feature that allows front-desk teams to manage walk-in patients or overflow requests when no immediate appointment slot is available.\nEach doctor’s column in the Appointment Calendar includes a Wait List button. Clicking it reveals patients queued for that provider. This is especially useful for clinics that accept walk-ins or have fluctuating schedules. Entries can be edited, promoted to appointments, or deleted as needed." --- [Skip to content](https://help.helixbydoctors.com/kb/managing-waitlist-in-the-calendar#main-content) English - United States Show submenu for translations ![](https://help.helixbydoctors.com/hs-fs/hubfs/Helix%20Logo.png?width=250&height=81&name=Helix%20Logo.png) Open main navigation Close main navigation - English - United States Show submenu for translations - Contact us Contact us How can we help you? - There are no suggestions because the search field is empty. 1. [Helix | Knowledge Base](https://help.helixbydoctors.com/kb?hsLang=en-us) 2. [Bookings & Calendar](https://help.helixbydoctors.com/kb/bookings-calendar?hsLang=en-us) August 6, 2025 # How to manage waitlist in the calendar ## The Waitlist in the Helix Calendar is a powerful feature that allows front-desk teams to manage walk-in patients or overflow requests when no immediate appointment slot is available. ### 🧭 Overview Each doctor’s column in the Appointment Calendar includes a **Wait List** button. Clicking it reveals patients queued for that provider. This is especially useful for clinics that accept walk-ins or have fluctuating schedules. Entries can be edited, promoted to appointments, or deleted as needed. ### 📝 Navigation #### 1. **Open a Doctor’s Waitlist** - In the **Appointments Calendar**, locate the doctor’s column. - Click the **Wait List** button under Doctor's name. - A highlighted red badge signals new entries. - The waitlist panel opens, showing current entries. #### 2. **Understand the Waitlist View** Each row includes key information: | Date | Date the patient is waiting for | | --- | --- | | From / To | Assigned time slot | | Patient ID | Medical record or serial number | | Patient Name | Full name of the patient | | Mobile | Contact number | | Service | Requested service or procedure | | Doctor | Provider the patient is waiting to see | | Status | Current status (e.g., Unconfirmed, No Answer) | | Notes | Any remarks added when the patient was placed on the list | | Created By | User who added the patient | | Created At | Date and time of creation | #### 3. **Take Action on Waitlist Entries** Click the **⋮ (three-dot menu)** on the far right to: - **Open Patient File**: Launches the patient file for quick access or completion of details. - **Edit Appointment**: Opens the booking form. Toggle off the **Wait-List switch** to convert into a booked appointment. Click **Update** to confirm. - **Delete**: Removes the patient from the waitlist. #### 4. **Promote from Waitlist to Calendar** - When a time slot becomes available: - Click **Edit Appointment**. - Toggle **Waiting List Off**. - Click **Update**. - The appointment now appears on the calendar. ![Screenshot 2025-08-05 at 10.51.26 AM](https://help.helixbydoctors.com/hs-fs/hubfs/Screenshot%202025-08-05%20at%2010.51.26%20AM.png?width=670&height=352&name=Screenshot%202025-08-05%20at%2010.51.26%20AM.png) #### 5. **Persistent vs Non-persistent list** - Navigate to **Control Panel → Branch Settings → Appointments & Scheduling** - Toggle **Persistence ON** if you want entries to carry over across days - Leave OFF if you want to display only today's list ### ❗Common Errors & Fixes | **Issue** | **Cause** | **Resolution** | | --- | --- | --- | | Patient not showing on calendar | Wait List toggle not turned OFF | Edit entry and switch OFF **Wait List** before updating | | Red badge doesn’t reset next day | Persistence is enabled | Go to **Waitlist Settings** and disable persistence | | Wrong patient edited | Similar names or old entries | Always verify using mobile number or patient ID in list | | Cannot open patient file | Missing data or access rights | Ensure user role has permission to open patient files | ### ✅ Pro Tips - Use the **Wait List** as a flexible buffer for walk-ins or patients requesting earlier slots. - The **red badge** is your visual cue — don’t leave it ignored! - Add detailed **Notes** when adding patients to the waitlist (reason, urgency, preference). - Set **Persistent Waitlist** ON for specialty clinics or recurring queues; OFF for single-day queues. - Convert waitlist entries to real appointments **only when time becomes available** to avoid double-booking. - [Getting started](https://help.helixbydoctors.com/kb/getting-started?hsLang=en-us) - [Home Screen](https://help.helixbydoctors.com/kb/home-screen?hsLang=en-us) - [Clinical Workflow](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#main-content) - [Administration](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#administration) - [Nurses](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#nurses) - [Consumables](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#consumables) - [Doctors](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#doctors) - [Patient File](https://help.helixbydoctors.com/kb/patient-file?hsLang=en-us) - [Bookings & Calendar](https://help.helixbydoctors.com/kb/bookings-calendar?hsLang=en-us) - [Finance & Accounting](https://help.helixbydoctors.com/kb/finance-accounting?hsLang=en-us) - [CRM & Marketing](https://help.helixbydoctors.com/kb/crm-marketing?hsLang=en-us) - [Inventory Management](https://help.helixbydoctors.com/kb/inventory-management?hsLang=en-us) - [Insurance](https://help.helixbydoctors.com/kb/insurance?hsLang=en-us) - [Control Panel](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#main-content) - [Patient Billing](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#patient-billing) - [Calendar](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#calendar) - [Finances](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#finances) - [Human Resources](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#human-resources) - [Inventory](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#inventory) - [EMR Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#emr-settings) - [CRM Setup](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#crm-setup) - [Structure](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#structure) - [User Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#user-settings) - [Templates](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#templates) - [System Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#system-settings) - [FAQ's](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#main-content) - [Appointments & Calendar](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#appointments-calendar) - [Reports](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#reports) - [Finance](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#finance) - [Human Resources](https://help.helixbydoctors.com/kb/human-resources?hsLang=en-us) [![](https://help.helixbydoctors.com/hs-fs/hubfs/Helix%20Logo.png?width=250&height=81&name=Helix%20Logo.png)](http://helixbydoctors.com) [mailto:email@email.com](mailto:email@email.com) Copyright © 2026, Optimus FZCO ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://stream.mux.com/ySge9VC02xrxc8ZaXYwy9DhV343QRzFoxLpYmDbcnBPU/capped-1080p.mp4", "dateModified" : "2025-08-05T06:49:41.326Z", "duration" : "PT14S", "height" : 1792, "name" : "Waitlist", "thumbnailUrl" : "https://145820380.fs1.hubspotusercontent-eu1.net/hubfs/145820380/Waitlist.mov/medium.jpg", "uploadDate" : "2025-08-05T06:49:33.910Z", "width" : 3410 } ```