Waitlist Management
When your hangars are full, the waitlist holds interested pilots in an ordered, auditable queue. Pilots can join from your public airport page, see the same position number you see, and respond to a one-click opening notification. When a space opens, you can convert an entry directly into a lease.
How the queue works
Each location has its own waitlist, found under Waitlist in the location sidebar. Entries move through tabs (Active, Notified, Responded, Non-responsive, Flagged, Closed) as you work the queue.
Ordering is configurable under Settings → Location → Waitlist: Signup date (first-in-first-out) or Manual ordering. Every entry shows a Queue position #N, and the position a pilot sees is identical to the one you see.
How pilots join and how you add people
Pilots can join directly from your public airport landing page via Join the waitlist. Joining uses email verification, so a full account is not required upfront.
You can also add entries yourself. Click Add New and fill in First/Last name, Email, Phone, Aircraft (required), Hangar Type (required), Added Date, Priority, and notes. Past added-dates are allowed on purpose: if someone has been on your paper list since 2023, entering their real signup date preserves fair ordering.
Import your existing list via CSV
To move over an existing spreadsheet, click Import on the Waitlist page to open the Import Waitlist flow, and use Download CSV Template to get the expected format. Columns are: full_name, email (required), phone, aircraft, hangar_type, added_at (YYYY-MM-DD), priority (Low/Medium/High), and notes.
An Export button downloads the list back out as CSV at any time.
Priorities, pinning, and manual ordering
Open any entry to manage its place in line:
- Change Priority: a reason is required and is recorded.
- Pin to top: keeps an entry at the head of the queue.
- Change position: reorders the entry directly when using manual ordering mode.
Every action is recorded in the entry's activity timeline along with its reason, which gives you a record to show a tenant or a board if the ordering is ever questioned.
When a hangar opens up: one-click notification
When space frees up, open the entry at the top of the queue and click Send notification. That sends a one-click "a hangar may be opening up" email with a single-use response link (valid 30 days), and moves the entry from Active to Notified. Through the link, the pilot can confirm interest and upload any documents you have requested. No account is required.
Under Settings → Location → Waitlist you will also find queue-management settings: how many top entries to notify, days between attempts, max attempts, and decay/flag thresholds. These settings configure how you manage the queue; outreach itself is the one-click notification described above.
Collect documents at the waitlist stage
If you have configured compliance document requirements for your location, upload-type documents can be collected while someone is still on the waitlist. Enable Also collect at waitlist stage on the requirement. Insurance certificates and similar paperwork are then already in hand before you offer a space, and move-in is not held up.
Convert an entry into a lease
When a pilot confirms, click Create Lease on their waitlist entry. The lease form opens pre-filled from the entry. Once the lease is created, the entry completes and links to the lease, and the full audit trail from queue to tenancy is retained.
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