Waitlist Backfill Calculator

Estimate bookings gained from automated waitlist notifications.

Your Inputs

Range: 1 - 500
Range: 1 - 100
Range: 1 - 20
8%
2%20%
40%
10%80%

Results

Weekly Cancellations in Full Classes144
Weekly Waitlist Conversions58
Monthly Backfilled Slots249

Key Insights

  • When full classes get cancellations, you have ~144 open slots per week that could go to waitlisted members.
  • With 40% conversion, automated notifications could fill 58 of those slots weekly.
  • Speed matters: waitlist notifications sent within 5 minutes of cancellation convert 2-3x better than delayed alerts.

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How to Use This Tool

This calculator helps multi-location fitness operators analyze estimate bookings gained from automated waitlist notifications.

**How to use this tool:** 1. Enter your current operational data in the input fields 2. Use actual figures from your management system when available 3. Review the calculated outputs and insights 4. Adjust inputs to model different scenarios 5. Download your personalized results for team discussion

For the most accurate results, pull real data from Club Ready or your scheduling system rather than estimating.

Understanding the Inputs

Number of Locations

The number of locations for your calculation.

Best practice: Use actual data from your operations when available. If estimating, be conservative.

Full Classes per Week (per location)

The full classes per week (per location) for your calculation.

Best practice: Use actual data from your operations when available. If estimating, be conservative.

Average Waitlist Size

The average waitlist size for your calculation.

Best practice: Use actual data from your operations when available. If estimating, be conservative.

Cancellation Rate

The cancellation rate for your calculation.

Best practice: Use actual data from your operations when available. If estimating, be conservative.

Waitlist Conversion Rate

The waitlist conversion rate for your calculation.

Best practice: Use actual data from your operations when available. If estimating, be conservative.

Assumptions

  • Calculations use industry-standard benchmarks where specific data isn't available
  • Results are projections for planning purposes and may vary based on your specific market and execution
  • All time-based calculations assume consistent operational patterns

Sensitivity Notes

  • Location count has a multiplier effect on all network-wide calculations
  • Small percentage changes can have significant impact when multiplied across locations
  • Consider running multiple scenarios to understand the range of outcomes

Recommended Scenarios

Current State

Use your actual current numbers to establish a baseline

Growth Scenario

Project forward with increased location count

Optimization Target

Model your ideal state to set improvement goals

Frequently Asked Questions

Related Resources

Multi-Location Front Desk SOP

Standard operating procedures for front desk operations across locations