How to add a waitlist to Calendly

Updated 19 October 2026

Calendly has no built-in waitlist. When you're fully booked, people who want a time just see that none are free, and when a client cancels, the freed slot sits open until someone happens to look. There are two ways to fix that.

Option 1: keep a waitlist by hand

1. Collect the names and emails of people who want a time, with a simple form or in a note.
2. Watch for Calendly's cancellation emails.
3. When a slot frees up, email the people waiting and send them your booking link.

It costs nothing, but it only works when you see the cancellation in time, and you write the same email again and again. Late cancellations usually go unfilled.

Option 2: an automatic waitlist with WaitlistPing

1. Connect Calendly. Log in with Calendly and WaitlistPing creates a waitlist page for each of your event types.
2. Share your waitlist link. Put it in your Calendly event description, your confirmation page, your website or your "I'm fully booked" replies. The dashboard has copy buttons, a badge and a QR code.
3. Clients join. They leave a name and email and can pick the days and times that suit them.
4. Cancellations get offered. When someone cancels or reschedules, everyone whose preferences match gets an email with a direct link to that exact time. The first to book gets it, and the rest stay on the list.

Nothing about your booking page changes. Clients book the freed time on your normal Calendly page, with your usual questions, rules and payments.

What you need

• A paid Calendly plan (Standard or higher). WaitlistPing hears about cancellations through Calendly webhooks, which Calendly only offers on paid plans. Calendly's free trial of a paid plan works too.
• About 2 minutes to set up.
• $15 a month after a 14-day free trial. No card is needed to start.

Tips for filling more cancelled slots

• Put the waitlist link in your Calendly event description, where people who find you fully booked are already looking.
• Add it to your reply whenever you tell someone you're full.
• Let clients choose days and times, so offers only go to people who can actually come.
• Openings less than 60 minutes away are skipped by default, so nobody gets an offer they can't realistically take.

Questions? Email support@waitlistping.com or see Support.