A cancellation isn’t a gap. It’s a slot someone else wants.
When your calendar is full, the caller normally hears “sorry, nothing available” — and hangs up. If someone cancels two days later, that hour stays empty, because nobody knows it came free.
With the waitlist, Voxori notes the caller down instead of turning them away. When that slot frees up, the person who has waited longest gets an SMS automatically. Without you having to keep an eye on it.
Module on top of Voxori Base · included in Voxori Complete · €0 setup
Two moments, one movement
The first moment is the call. Voxori checks your calendar, sees that nothing fits and offers the waitlist of its own accord. The caller says when it would suit them; that is recorded with the call, including the outcome “added to waitlist” — so you see it back in your overview.
The second moment is the cancellation. When an appointment falls away in the Voxori Calendar — because you remove it in the portal, or the customer uses the change/cancel link — Voxori checks whether anyone is on the waitlist. If so, an SMS goes out to whoever has waited longest. If you work in Google Calendar, Voxori never sees that cancellation: there you pass on the freed-up slot yourself.
Nothing in between needs doing by you. No list on the front desk, no “I’ll call you back” that never happens.
Waitlist & auto-fill, concretely.
The caller is noted down, not turned away
If nothing fits, Voxori offers the waitlist instead of ending the call with “sorry”. Name, number and preferred time are recorded.
An SMS the moment a slot frees up
When someone cancels, whoever has waited longest is notified automatically. First to reply gets the slot — exactly how you would do it yourself, but within a minute.
Ordered by waiting time
No randomness and no favourites: whoever has waited longest hears first. That is something you can explain to a customer, and it saves an argument at the desk.
Works with the Voxori Calendar
Cancel in the portal, or let the customer use the change/cancel link, and the auto-fill starts straight away. With a connected Google Calendar the cancellation never reaches Voxori — there you pass the freed-up slot on yourself.
Visible in your overview
Every call that ended on the waitlist carries that outcome. So you see in black and white how much demand you miss in a full week.
One message, no chasing
A freed-up slot produces one SMS. Voxori does not keep sending and does not ring afterwards — the waitlist is an offer, not a campaign.
What the waitlist does not do
A waitlist that promises everything becomes a waitlist nobody trusts. These are the edges:
It does not book anyone in on its own. The freed-up slot is offered, not assigned. The customer replies themselves — otherwise you would be handing someone an appointment they know nothing about at that moment.
It only sees the Voxori Calendar. The auto-fill hangs on a cancellation in our own calendar. If your appointment lives in a connected Google Calendar and gets removed there, that signal never reaches Voxori — the waitlist just sits there until you act on it.
It does not conjure up room. Without a cancellation, nothing happens. The waitlist fills existing gaps; it does not make your calendar bigger.
It does not guarantee a reply. An SMS counts as sent the moment it goes to the provider. Whether somebody reads it and rings back in time, nobody knows — we do not either, and we do not pretend otherwise.
What does it cost?
Waitlist & auto-fill is a separate module on top of Voxori Base (€79/mo) at +€19/mo, and it is included in Voxori Complete (€319/mo). You never pay more than the Voxori Complete price: stack modules beyond that amount and you get Voxori Complete. €0 setup, cancel monthly, prices exclude VAT.
Questions about Waitlist & auto-fill.
When does Voxori offer the waitlist?
When nothing in the calendar fits what the caller is asking for. Voxori tries alternatives first — a different time, a different day. Only when that comes up empty does the waitlist get mentioned.
Who gets the freed-up slot?
Whoever has been on your waitlist longest gets an SMS automatically, with the freed-up slot in it; they decide themselves whether it suits them. If they do not reply, the slot simply stays in your calendar and you can offer it on yourself.
Does the customer get a flood of messages?
No. A freed-up slot produces one SMS. There is no follow-up call and no second reminder behind it.
Does this also work if I take the appointment out of my calendar myself?
If you work with the Voxori Calendar, yes: remove the appointment in your portal and the slot frees up, which starts the auto-fill. If you use a connected Google Calendar, that happens outside Voxori and we never hear about it — there you offer the slot on yourself.
Which plan includes the waitlist?
It is the module “Waitlist & auto-fill” on top of Voxori Base, and it is included in Voxori Complete by default. We switch it on together with you during guided onboarding.
See also Proactive callback, Preventing no-shows or Recall reminders. Question not answered? Check the full FAQ or ask us directly.