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📅 Waiting lists and open-place alerts

How riders ask to hear about free places, where you see them, and when a waiting-list form is better.

When a lesson is full, riders can ask Hopoti to email them if a place opens up. You can also run your own waiting list with a form. The two aren't connected, so use whichever fits your stable, or both.

How open-place alerts work

Riders sign up for an alert on a full lesson themselves:

  1. A rider opens a full lesson on your Booking page and selects Subscribe to email. The lesson then shows a bell 🔔 for that rider.

  2. When a place opens up, for example because another rider cancels, the rider gets an email.

  3. The rider books the place as usual.

Riders stop the alerts by selecting the bell on the lesson again. For the rider's side, see Book a lesson.

See who's waiting for a place

  • In the lesson: riders who asked for an alert are listed in the lesson window, below the attendees.

  • In the Archive: Archive > Reservations shows them with the status Waitlisted, next to bookings and cancellations. Only Administrators can open the Archive.

To get the waiting riders' contact details:

  1. In Archive > Reservations, select Download.

  2. Choose the period, and under Status tick only Waitlisted.

  3. Choose a file type (XLS, CSV or TXT) and select Download.

The file includes each waiting rider's email address and phone number, so you can contact them yourself or decide whether to open another group. See Send an email or text message to riders.

The Download window in Archive, Reservations: Period (booking date) 09/09/2026 to 09/10/2026 with Today, Yesterday, This month, Last month and Custom, Status with only Waitlisted ticked (Booking, Cancellation, Deleted and Pending unticked), Choose file type XLS, CSV or TXT, and the Download button.

If you want a list that isn't tied to one full lesson, open this section:

If you run a waiting list with a form

Online waivers and forms are on the Pro and Ultimate plans. Earlier plans (from before September 2026) include them too.

A waiting-list form suits lists for a group, a camp or a place at your stable before you open anything for booking. In Forms, create a form of the type Waiting lists, publish it, and share its link or show it on your Hopoti page. Answers collect in Forms, not in the Archive, and form categories such as "Waiting" and "Done" help you track who you've contacted. See Create forms, waivers and surveys and Review and export form answers.

Questions about waiting lists? Message our team in the chat.

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