Frequently Asked Questions

Everything you need to know about SlotFill

SMS & Messaging

How many SMS do I get with my plan?
Trial accounts get 50 SMS for the entire 30-day trial. Pro plans ($39/month) include 300 SMS per month that resets on your billing date.
When does my SMS allowance reset?
Pro subscribers: Your SMS allowance resets on the same day each month that you subscribed (your billing date). Trial users: Your 50 SMS is for the entire trial and does not reset.
Can I purchase additional SMS?
Yes! You can purchase SMS packs anytime for $5 per 50 SMS. These purchased credits never expire - they remain in your account until you use them.
Do unused SMS roll over to the next month?
Your Pro plan allowance (300 SMS) resets each billing cycle and does not roll over. Trial accounts get 50 SMS for the full 30-day trial. However, any SMS you purchase separately never expire and stay in your account until used.
Does receiving replies count against my SMS limit?
No! Only outbound messages (broadcasts you send) count against your SMS limit. Incoming replies from clients are free and unlimited.
What happens if I run out of SMS?
You cannot send broadcasts when your SMS balance reaches zero. You can either wait for your monthly allowance to reset or purchase additional SMS packs instantly.
How are long messages counted?
Standard SMS are 160 characters. Longer messages or those with special characters (emojis, non-English text) may use multiple segments. Each segment counts as one SMS. We show you the exact cost before you send any broadcast.

Billing & Subscriptions

How much does SlotFill cost?
SlotFill Pro is $39/month. This includes 300 SMS, unlimited clients, unlimited waitlists, and priority support. We also offer a 30-day free trial with 50 SMS to get started.
Can I cancel anytime?
Yes, you can cancel your subscription at any time. Your access continues until the end of your current billing period.
What payment methods do you accept?
We accept all major credit cards (Visa, Mastercard, American Express, Discover) through Stripe, our secure payment processor.
How do I upgrade from trial to Pro?
Go to Settings > Billing and click "Upgrade to Pro". You'll be taken to a secure checkout page to enter your payment details.

Getting Started

How does SlotFill work?
When you have a cancellation, create an opening and broadcast it to your waitlist. Interested clients respond to claim the slot. First-to-claim mode sends to everyone at once, while sequential mode contacts clients one-by-one until someone accepts.
How do clients join my waitlist?
Share your unique waitlist link with clients. They enter their name and phone number to join. You can also add clients manually.
Can clients opt out?
Yes, clients can reply STOP to any message to unsubscribe. You can also remove clients from your waitlist at any time.

Client Preferences & Claiming

What are availability preferences?
Clients can optionally specify their preferred days (e.g., Monday and Wednesday), time windows (e.g., 3pm-7pm), and minimum notice requirements (e.g., need 24 hours notice). When you broadcast an opening, only clients whose preferences match will receive the notification.
How do clients set their preferences?
When clients join your waitlist via your link, they can expand the "Availability Preferences" section to set their preferred days, times, and notice requirements. You can also edit these preferences from your Waitlist management page.
What if a client has no preferences set?
Clients with no preferences will receive all broadcast notifications. Preferences are optional - they help clients only get notified about slots that work for their schedule.
How do clients claim a slot?
Clients have two easy ways to claim: 1) Click the link in the SMS to view slot details and tap "Claim", or 2) Simply reply "YES" directly to the text message. Both methods work on a first-come, first-served basis.
What happens when a client replies YES?
When a client replies YES (or Y or CLAIM) to a broadcast, they instantly claim the slot. They receive a confirmation message, and you get notified via email that someone claimed your opening.
What if multiple clients reply at the same time?
SlotFill uses atomic locking to ensure only one client can claim each slot, even if multiple clients respond simultaneously. The first response processed wins, and other clients receive a message that the slot was already taken.
Can clients still use the claim link?
Yes! Clients can either reply YES to the text or use the link in the message. Both methods work equally well. The link shows additional details like the appointment time and any message you included.

Family & Group Scheduling

Can I sign up multiple family members at once?
Yes! When joining a waitlist, clients can specify how many family members need appointments (e.g., 2 children). They can also add names for each family member so the provider knows who the slots are for. This is perfect for practices seeing multiple members of the same family.
Can multiple people receive the text notifications?
Absolutely. Clients can add up to 2 additional contacts (like a spouse or co-parent) who will also receive SMS notifications when a slot opens. This way no one misses an opening because they were busy at work.
How does family scheduling work for the provider?
Providers see a clear indicator when a waitlist entry is for multiple family members. The waitlist shows badges like "2 slots" and "+1 contact" so you know at a glance. The broadcast preview also shows the total number of SMS that will be sent (including additional contacts).
Do additional contacts cost extra SMS?
Each additional contact receives their own SMS, so a family with 2 contacts will use 2 SMS per broadcast (one per person). The broadcast preview shows you the exact SMS cost before you send, so there are no surprises.
Can I add family settings for existing clients?
Yes! You can edit any waitlist entry to add family member names or additional notification contacts. Just click "Edit" next to the client in your Waitlist page and expand the "Family & Contacts" section.
What if a family only needs one slot filled?
When a family signs up for multiple slots, they can claim openings one at a time. Each claim fills one appointment. If they need 2 slots and one opens up, they can claim it for whichever family member they choose.

Still have questions?

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