Waiting list (WL)

Create and manage waitlist bookings in Tourpaq Office when seats or beds are sold out. Learn how WL and WLOK statuses work and how waitlist bookings become confirmed (OK) when allotment is available.

Overview

Use Waiting list (WL) when a customer wants to book, but availability is sold out. This usually means there are not enough transport seats and/or hotel beds in allotment.

Instead of losing the sale, Tourpaq Office can create a waitlist booking that:

• records the customer’s interest

• does not reserve allotment immediately (no seats/beds are taken)

• can be converted automatically when allotment becomes available later

Key terms (common searches)

• WL: waitlist booking created. Not confirmed.

• WLOK: allotment reserved. Agent must finalize.

• OK: booking confirmed. Normal emails and payments apply.

• Allotment: the available seats (transport) and beds (hotel) used for availability.

When to use this

Use waiting list to accept interest for fully booked departures. Tourpaq processes waitlist bookings fairly (first created → first processed).

A waitlist booking is not a confirmed contract until it becomes fully confirmed (see Status lifecycle).

Preconditions

Before you can create waitlist bookings, you need the normal setup for the departure:

• Transport allotment and/or hotel allotment configured

• A valid price list for the departure

Configure a price as “Waitlist (WL)”

To enable waiting list behavior, mark the relevant price as a waitlist price.

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1. Open the relevant price list entry

Navigate to the price list entry for the departure where you want to allow waitlist bookings.

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2. Enable the Waitlist (WL) flag

Check the Waitlist (WL) checkbox under FLAGS.

Enable Waitlist (WL) in the price list flags.

Waitlist (WL) flag selected.

How it works

Standard behavior (while allotment exists)

If there is enough allotment, Tourpaq behaves as usual. It creates a normal booking.

Waitlist behavior (when allotment is missing)

When allotment is not available and the price is marked as Waitlist (WL), Tourpaq can still create the booking but will treat it as a waitlist booking:

• No allotment is reserved at creation time

• No payment steps are available yet

• No “thank you for booking” email is sent yet

• The booking clearly indicates it is a waitlist and not a confirmed contract

Status lifecycle

Waitlist bookings move through the following statuses:

• WL – Waitlist booking created (not confirmed)

• WLOK – Allotment has become available and was reserved automatically; booking is now ready for an agent to finalize

• OK – Booking finalized by an agent (normal booking behavior applies)

Tourpaq periodically checks for new allotment and will process waitlist bookings in the order they were created.

What happens when the status becomes WLOK

When a waitlist booking can be fulfilled, Tourpaq reserves the needed allotments. The booking status changes to WLOK.

At this point:

• the booking appears on the Office Dashboard for action

• an admin/sales agent must open the booking and save it again to finalize it

Only after the booking is saved and becomes OK:

• customer emails/tickets are sent (normal flow)

• payment rates and payment options become active

In Tourpaq Office (Back Office)

Waitlist indicators in Tourpaq Office.

When placing a waitlist booking in the Office:

• Transport/hotel popups show additional warnings that you are selecting a waitlist scenario.

• A transport may require using a button such as Search Waitlist also to display waitlist options.

• When clicking Take allotment, a confirmation checkbox appears and you must acknowledge the waitlist scenario before continuing.

In Tourpaq WebBooking / Customer Center

Waitlist messaging in WebBooking / Customer Center.

For WebBooking, clear customer communication is critical because the customer is self‑serving.

Typical behavior:

• A visible message/banner is shown on key pages (landing, confirmation, and Customer Center login).

• The message can have a default version and a brand-specific version.

• Payment steps are typically hidden because the booking is not confirmed yet.

Brand-specific WebBooking texts may require assistance from Tourpaq Support, depending on your setup.

Tips and troubleshooting

WebBooking rejects a booking attempt

If a price has no allotment and is not marked as Waitlist (WL), WebBooking will reject the booking attempt.

“Customer asks why they can’t pay yet”

If the booking is still WL (waitlist):

• payment is not available yet because the booking is not confirmed

• the booking becomes payable only after it reaches OK

“The booking is WLOK but nothing is sent to the customer”

This is expected. An agent must open the booking and save/finalize it so it becomes OK and triggers the normal email/payment flow.

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FAQ

Can the customer pay while the booking is WL?

Usually no.

WL is not confirmed, so payment steps are typically disabled until the booking becomes OK.

What triggers WL → WLOK?

Tourpaq periodically checks whether enough allotment is available.

When allotment becomes available, Tourpaq reserves it and changes the booking to WLOK.

What triggers WLOK → OK?

An agent must open the booking and save/finalize it.

This is the step that typically enables normal emails, documents, and payments.

How is priority decided if multiple WL bookings exist?

Waitlist processing is typically handled in creation order (first created → first processed).

Can I cancel a WL booking?

Yes. Treat it like a normal booking record.

Be clear internally that WL is not confirmed, so supplier handling and cancellation costs depend on your setup.