Set Up SmartWaiting: The Complete Guide From Registration to Live Operation
Getting from your first registration to a fully set up queue takes just a few minutes with SmartWaiting. This guide shows step by step how to set up your account, create up to three waiting rooms, manage managers and workers, and optionally enable WhatsApp and an online appointment calendar.
Step 1: Register
Click "Register now" on the homepage and fill in the form with your name, email address, your facility's name and a password. Registration takes less than two minutes and is non-binding.
Step 2: Receive and Confirm the Confirmation Email
Right after registering, you'll receive an email with a confirmation link. Open your inbox and click the link – this activates your account. Check your spam folder if needed. After confirming, you'll receive a welcome email with the login link.
Step 3: Choose a License
After your first login, you're guided to license selection. You automatically get a 30-day demo licence with no credit card required – or choose a paid plan (Premium or Enterprise) right away and pay conveniently via PayPal. You can switch later at any time.
Step 4: Create Waiting Rooms (Up to Three on the Premium Plan)
Under "Waiting Rooms", use "Create New Waiting Room" to set up your first one: name, address, phone number, email address and the number of counters or rooms. The Premium plan allows up to three waiting rooms, the Enterprise plan up to ten – useful for multiple branches or departments.
Step 5: Configure the Waiting Room
Set your opening hours, an optional daily limit for the maximum number of guests per day, and – on the Premium plan – positions for the "I'll come later" feature. Also decide whether the waiting room should appear publicly in search. Once saved, you automatically get a QR code and a link for your entrance.
Step 6: Create Managers and Assign Waiting Rooms
If you have multiple locations or people in charge, create a new manager account under "Managers". The manager automatically receives a welcome email with their own login details. Then assign them the relevant waiting rooms – from then on they only manage those.
Step 7: Create Workers and Assign Waiting Rooms
Under "Workers", create the staff who operate the queue day to day – calling guests, adding them manually or skipping them. Here too, you assign each worker the waiting rooms they're responsible for.
Optional: Enable WhatsApp
On the Enterprise plan, you can enable WhatsApp notifications. Under "Profile → Account Settings", enter your WhatsApp Business number and the credentials from the Meta Developer Dashboard. Guests then automatically receive a message as soon as it's their turn.
Optional: Add an Online Appointment Calendar
If you already use an online appointment calendar such as Google Calendar or Calendly, enter the link under "Profile → Account Settings" as well. The calendar link is shown directly to your guests in the queue view, so they can also book a fixed appointment if needed.
Conclusion
The complete setup takes around ten minutes: from the first click on "Register" to a fully configured waiting room with a manager, workers and optional extras. After that, operation largely runs itself.