Frequently Asked Questions (FAQ)

SmartWaiting is software by HareemIT from Bad Segeberg, Germany, for digital queues in medical practices, public offices, shops and salons. Guests take a ticket number on their own phone via QR code or link and see there when it is their turn. Staff call them up in the browser; the call-up appears on the phone and on a screen in the waiting area.

SmartWaiting is suitable for any facility with waiting times: medical practices, dental practices, government offices, hair salons, barbershops, banks, car workshops, pharmacies and many more.

No. SmartWaiting runs in the browser – on the guest's phone and on your PC, tablet or screen. Nothing is installed. Your staff can enter guests without a smartphone at the counter, in every plan.

This website is available in German, English, Spanish, Arabic and Urdu. The screens your guests see when joining and on the status page are currently in German. If you need another language for your guests, tell us — we will give you an honest answer on when it can come.

Data is processed and stored on servers in Germany. From guests we store only the ticket number, arrival time, an optional name and – only for the optional WhatsApp call-up – a phone number. Thirty days after the visit a nightly job deletes the entry. If you switch on the WhatsApp call-up, that message runs via Meta.

Once you are activated, you create a waiting room: a name, a short address line, and the rooms or counters inside it. The QR code is then ready as a printable poster. That takes about ten minutes. There are no opening hours on the waiting room — it takes guests for as long as you have it open.

Yes. Up to 3 waiting rooms with the SmartWaiting Full plan, up to 10 with Enterprise. Each waiting room has its own QR code and its own queue.

Every waiting room has its own display link. Open it on any screen (TV, tablet, monitor) – the display shows the guest who was called last and reloads itself every twenty seconds. Nobody has to click anything there.

When entering a guest at the counter, tick "Priority" – the guest goes ahead of the other walk-ins and keeps a normal number. You can also call any waiting person directly, for example an emergency. Priority is available from the SmartWaiting Full plan.

The daily limit sets how many guests can join on one day at most. Once it is reached, new guests see that the waiting room is full for today. The number belongs to your plan and is not a field in the setup — if you need more, change the plan or talk to us.

Yes, the online appointment booking: as an element or as an iFrame, and only from addresses you approve in the back office. For the queue, place a link or button on your website pointing to your waiting room's sign-in page. Appointment booking is included in the Full and Enterprise plans.

Yes, in the Full and Enterprise plans, with Microsoft 365: every appointment booked online appears in your Outlook calendar, and times marked as busy there are no longer offered online. SmartWaiting leads — an appointment moved in Outlook is moved back. You set up an app in Microsoft Entra once. For other calendars there is a link to subscribe to — one way only.

Scan the QR code on the poster or open the facility's link. A name is optional; the screen only ever shows your number. You then see your ticket number and how many people are ahead of you; the page refreshes itself every twenty seconds.

No. You can see on your smartphone how many people are still ahead of you. In the meantime you can go shopping or wait in your car – and come back shortly before you are called.

If you need more time, tap "I need a little more time" beforehand – you move back a few places and keep your number. If you are not there when called, staff can call you again or mark you as a no-show; the entry then ends.

We store your ticket number, a name if you choose to give one and – only if you want to be called via WhatsApp – your phone number. Thirty days after your visit the entry is deleted. Nothing is kept beyond that without your consent.

Yes. Your registration is an application; we usually activate you within one to two working days. After that you have fourteen days to look around – no credit card and no automatic renewal.

SmartWaiting Full: €59.95/month plus VAT – up to 3 waiting rooms, 40 guests/day. Full (annual): saves around €120/year. Enterprise: €79.95/month plus VAT – up to 10 waiting rooms, 100 guests/day, plus the waiting time estimate on the guests’ status page. Cancellable monthly at the end of the month; the annual licence runs for twelve months.

Yes, on the monthly plan at the end of any month. The annual licence runs for twelve months and can then be cancelled monthly as well; within the first thirty days after the contract starts you can cancel it, too, without giving a reason.

Contact us via the contact form – we review individual terms for public facilities and non-profit organisations.