Once your panel nears the size you can serve well, adding members means longer waits for everyone. A waitlist protects the members you have and tells you how much demand exists. Run it with clear rules and keep the people on it informed.
When to start one
Decide your panel limit in advance. When you're within about 10% of it, start a waitlist instead of enrolling everyone. Do you have to keep growing your panel?
How it works
- A short form: name, contact, family size, how they heard about you.
- Clear rules on order, such as first come first served, with any priority groups stated.
- An honest estimate of the wait.
- An offer to the next person whenever a spot opens.
Keep them interested
Send a short update every month or two, with permission.
Use it to plan
A long waitlist is a signal. In a made-up example, 120 people on a waitlist at $80 a month is $9,600 a month of revenue waiting. That may support a second provider. Can you afford a second provider?
Watch your marketing
If you have a waitlist, pause paid marketing. When to slow down marketing.
What I'd do this week
- Write down your panel limit.
- Build a simple waitlist form.
- Decide how often you'll update people on the list.
Common questions
Should I charge a deposit to join the waitlist?
You don't have to. If you do, explain clearly when it's refunded and how it's recorded.
Can family members of current members skip the line?
You can allow it. Put it in your written rules.
What about employer groups?
Decide whether employer groups have set-aside spots, and say so in the contract.
Want to see if your waitlist supports a hire?
We reconcile every account every month and send your P&L and Balance Sheet by the 15th, so you can see what each new member is worth and what it cost to get them. If that's what you need, apply to work with us.