User Manual

Step-by-step guide for operators and visitors of Waitingroom.

Table of Contents

For Operators

For Visitors

For Operators

1 Create account & log in

  1. Registration: Go to Register and enter your name, email address and a password.
  2. Confirm email: You will receive a confirmation email. Click the link inside to activate your account.
  3. Log in: Sign in with your email and password. You will land directly in the dashboard.
Demo Licence: After registration you automatically start with a 30-day free trial – no credit card required.

2 Set up waiting room

  1. Click "Create Waiting Room" in the dashboard.
  2. Enter a name (e.g. "Practice Miller" or "Counter 1").
  3. Optional: Enter an activation time – this is only shown as a hint on the waiting room page and does not control availability.
  4. Choose the visibility: Public – the waiting room appears in search; Private – accessible only via direct link.
  5. Optional: Name treatment rooms (e.g. Room 1, Room 2).
  6. Click "Save".
Important: The waiting room must be manually started after setup. Guests can only register when the waiting room is active (started). Starting and stopping is done manually at any time by the admin, manager or worker.

3 Share QR code & link

In the dashboard area of your waiting room you will find:

Tip: Print the QR code in A5 and laminate it for long-term use.

4 Manage queue

In the live dashboard you can see all guests in the current queue. Your actions:

Call next guest

Click "Call" – the guest is notified on the TV display and their smartphone.

Prioritise guest

Move a guest to the front of the queue by clicking the star icon.

Skip guest

If a guest is not present, skip them – they remain in the queue for the next call.

Add guest manually

For guests without a smartphone: enter name and contact details directly in the dashboard.

5 Set up TV display board

  1. Open the area of your waiting room in the dashboard.
  2. Click "Open display link" or copy the display link.
  3. Open the link on any screen (TV, monitor, tablet) with a web browser.
  4. Enable full-screen mode (F11 in the browser).

The display updates automatically – no further interaction required.

6 Add staff members

You can assign staff (workers) and managers to your waiting room:

The admin creates workers and managers directly via a form in the dashboard and assigns them to the waiting rooms they are responsible for. There is no invitation email – access becomes active immediately after creation.

Add guests manually: Managers and workers can manually add guests without a smartphone to the queue and share the status link with them directly so they can track their place live.

7 Start & stop waiting room

Admin, manager and worker can manually start or stop the waiting room at any time:

Visibility: Public waiting rooms appear in search and overview; private waiting rooms are accessible only via direct link.

For Visitors

8 Join the queue

  1. Scan the QR code at the entrance or open the provided link.
  2. Enter your name.
  3. Optional: Enter your mobile number or email (only if requested by the facility).
  4. Click "Register" – you are now in the queue.

9 Track status

After registering you can see your status live:

Tip: Keep the browser tab open – it updates automatically.

10 Leave the queue

Want to leave the queue early?

  1. Open your status link again (from the QR code).
  2. Click "Leave queue".
  3. Your data will be removed immediately.

Still have questions?

Check our FAQ or write to us directly.

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