Client Waitlist Report | Boulevard Support Center

We're excited to bring you an expanded reporting experience. If you don't see the reporting features described below, don't worry—this updated reporting experience will become available to your account over time.

Resource	Link
Client Waitlist Report	https://dashboard.boulevard.io/reports/client_waitlist

Overview

The Client Waitlist report helps you get a full view of clients waiting for appointments across your locations, services, and staff. It shows every waitlist entry, including preferred date, time, and requested staff, so you can see unmet demand and identify who to book as openings become available.

Use this report to monitor active waitlist demand, spot booking opportunities when cancellations occur, and prioritize outreach based on how long a client has been waiting. It's especially useful for identifying high-demand time slots and services, and for informing staffing and scheduling decisions, since you can compare waitlist volume across locations and time periods to spot patterns availability isn't meeting.

Note: This report includes entries that have already been removed from the waitlist, not just active ones — a blank Date Removed means the client is still waiting, so filter or check that column if you want to work only the active list.

What this report is best used for

Understand when and why to use this report through common use cases, descriptions, and example questions it can help answer in your day-to-day operations.

Use cases	Description	Example questions this report helps answer
Monitor active waitlist demand	View all current waitlist entries across locations, services, and staff to understand unmet demand.	How many clients are currently on the waitlist? Which locations have the longest waitlists?
Identify booking opportunities	Spot waitlist entries that can be proactively booked when cancellations or openings occur.	Who can we book right now due to newly available slots? Which waitlist entries have been waiting the longest?
Understand service and staff demand	Analyze which services or staff members are most frequently requested on the waitlist.	Which services are most in demand but unavailable? Which staff are most commonly requested?
Prioritize waitlist follow-up	Use preferred time windows and request age to prioritize outreach and booking actions.	Which clients should we contact first? Who has been waiting the longest for their preferred time?
Track waitlist source effectiveness	Distinguish between client-initiated (online) and staff-added waitlist entries.	Are most waitlist entries coming from online booking or staff actions?
Evaluate operational gaps	Identify patterns where availability consistently fails to meet client demand.	Where are we consistently understaffed? Are certain locations or days overbooked?
Improve staffing and scheduling decisions	Use historical waitlist patterns to inform staffing levels and schedule adjustments.	Should we add staff or extend hours based on waitlist volume?

Prerequisites

Before using this report, make sure the following are in place. These directly impact whether you can access the report and how accurate the data will be.

Permissions: You must have the appropriate Data & Reporting permissions enabled to see this report: Client Reporting > Client Insights - Self or Everyone
- If you don’t see the report, check your permissions first - see Reporting Permissions for more information.
Location and Access Scope: What you see in the report depends on your access:
- You’ll only see data for assigned locations
- Row-level access may further limit visible data
- If it looks like data is missing, verify your location assignments and access settings.
Required Setup: For the report to show meaningful data, the waitlist must be enabled per location and at least one client must have been added.

Default report configuration

See how the report is structured when first opened. Learn what each field represents, how the data is organized, and which fields can be used to filter results.

Group By (default)

The default fields the report is grouped by when you first open it.

Field name	Definition	Example	Filter?
Location name	Name of the business location.	Beverly Hills	Yes
Date added	Date the client was added to the waitlist (local).	2020-06-04	Yes

Columns (default)

The default columns displayed when you first open the report.

Field name	Definition	Example	Filter?
Client name	Client’s full name.	Alyssa Este	Yes
Preferred Date	Preferred appointment date selected by the client.	Aug 7, 2026	Yes
Preferred time	Preferred appointment time window selected by the client.	Morning	Yes
Services	Service(s) requested by the client.	Hydrafacial	Yes
Notes	Internal notes added when the client joined the waitlist.	Before 10am preferred	No
Client email	Client’s primary email address.	email@email.com	No
Client mobile	Client’s mobile phone number.	15558790987	No
Requested staff name	Full name of the requested staff member.	Jamie Kim	Yes

Customizable fields

Explore the fields you can adjust to tailor the report to your needs. Each field includes a definition, example, and whether it can be used in filtering.

Field name	Definition	Example	Filter?
Location name	Name of the business location.	Beverly Hills	Yes
Date added	Date the client was added to the waitlist (local).	2020-06-04	Yes
Client name	Client’s full name.	Alyssa Este	Yes
Preferred Date	Preferred appointment date selected by the client.	Aug 7, 2026	Yes
Preferred time	Preferred appointment time window selected by the client.	Morning	Yes
Services	Service(s) requested by the client.	Hydrafacial	Yes
Notes	Internal notes added when the client joined the waitlist.	Before 10am preferred	No
Client email	Client’s primary email address.	email@email.com	No
Client mobile	Client’s mobile phone number.	15558790987	No
Requested staff name	Full name of the requested staff member.	Jamie Kim	Yes
Waitlist ID	Unique identifier for the waitlist entry.	8ca7d8be-6ccc-493c-a4b8-db4ec3aa377e	No
Location ID	Unique identifier for the business location.	2c91d997-4184-4e06-a534-ac96a27dceff	No
Location external ID	External system identifier for the location, if applicable.	JT123	No
Location group	Group the location belongs to, if applicable.	East Coast	Yes
Time added	Time the client was added to the waitlist (local).	12:41 AM	Yes
Client ID	Unique identifier for the client.	43840984-0bf0-4dd8-afa7-4bdabf701b65	No
Client external ID	External system identifier for the client, if applicable.	50505050	No
Requested staff alternate ID	Alternate identifier for the requested staff member, if applicable.	1213Miler	No
Date removed	Date the client was removed from the waitlist.	2020-09-04	No
Time removed	Time the client was removed from the waitlist (local).	9:27 PM	No
Added by staff ID	Unique identifier of the staff member who added the client.	6a4a1c19-b77c-4fce-a086-69a9a4851f58	No
Added by staff name	Full name of the staff member who added the client.	Abby Thiersch	Yes
Added by staff alternate ID	Alternate identifier for the staff member who added the client.	1213Miler	No
Source	How the client was added to the waitlist (e.g., online, staff added).	client	Yes
Client waitlist count	The count of clients on the wait list based on the current grouping	25	No
Requested staff role	Role of the requested staff member.	Stylist	No
Requested staff ID	Unique identifier of the staff member requested for the waitlist appointment, if specified.	6a4a1c19-b77c-4fce-a086-69a9a4851f58	No
Location tags	Tags assigned to the location.	West Coast	Yes

Report Caveats

There are a few important caveats and limitations to be aware of when using this report. Use these details to better understand how the data behaves and how to interpret it correctly.

Caveats	Details and Impact
Removed entries stay in the report	The report includes entries that have been removed from the waitlist. A blank Date removed means the client is still waiting; filter or check that column to work only the active list.

Use Case Example Configurations

Learn how to set up the report for specific scenarios with practical examples. Follow along to create views that answer common questions and support your workflows.

Use case	Description	How to configure the report
Monitor active waitlist demand	View all current waitlist entries across locations, services, and staff to understand unmet demand.	Filters: set Date added to a wide range; keep Date removed blank for active entries. Group by: Location name, Services. Columns: Client waitlist count. Sort by: Client waitlist count descending.
Identify booking opportunities	Spot waitlist entries that can be proactively booked when cancellations or openings occur.	Use default configuration. Filters: Location name = the location with the opening; Requested staff name = the freed-up staff member (include blanks, since those clients accept anyone). Sort by: Date added ascending; the top rows have waited longest.
Understand service and staff demand	Analyze which services or staff members are most frequently requested on the waitlist.	Filters: set Date added to the period. Group by: Location name, Services, Requested staff name. Columns: Client waitlist count. Sort by: Client waitlist count descending.
Prioritize waitlist follow-up	Use preferred time windows and request age to prioritize outreach and booking actions.	Use default configuration. Filters: Location name = the location
Track waitlist source effectiveness	Distinguish between client-initiated (online) and staff-added waitlist entries.	Use default configuration. Columns: add Source and Added by staff name. Filters: set Date added to the period. (Source is a detail field and cannot be grouped; export and pivot on it for the split.)
Evaluate operational gaps	Identify patterns where availability consistently fails to meet client demand.	Filters: widen Date added to 3 to 6 months. Group by: Location name, Date added (week). Columns: Client waitlist count. Spikes by location and week are the gaps.
Improve staffing and scheduling decisions	Use historical waitlist patterns to inform staffing levels and schedule adjustments.	Filters: widen Date added to 3 to 6 months; Location name = the location under review. Group by: Location name, Services. Columns: Client waitlist count. Pair with Preferred time from the default view to see which time windows are oversubscribed.

Waitlist