When an area is full, Waldo automatically places users on a waiting list. But “full” doesn’t always mean the space is packed. It just means there’s no desk available that matches what you need.

Curious how the waiting list works? Check out our guide: How Waldo manages waiting lists or queued statuses – Help Center

1. No matching desks due to equipment needs

If a user selects a must-have piece of equipment—like a double screen—Waldo only shows desks that have it. If none are available, the user ends up on the waiting list.

Example: Bob wants a double screen. If all those desks are taken, Bob gets queued—even if other desks are free.

🔍 First thing to check: Does the user have any must-have equipment selected?
You can find this in the Waldo admin portal, under Users. Open the user’s profile and scroll down to the "Must-have" section.

2. Desks can only be reserved by specific users

Some desks can only be reserved  by specific people. These dedicated desks can’t be booked by anyone else, even if they’re unused for the day.

So, the space might *look* free, but if the only desks left are dedicated, Waldo won’t book them for someone else.

🔍 Second thing to check: are there dedicated desks in that area?

You can check if a desk is dedicated in the Waldo admin portal, under Desks and Parking, then Resources. Navigate to the area and open the desk list. Look at the "Can only be reserved by" column.

3. Recent admin changes to the area

If an admin adds or removes desks, those changes won’t apply immediately—they kick in the next day.

🔍 Third thing to check: has someone recently updated the number of desks in the area?