Built for Live Scan. Not adapted from something else.
Every feature in Waqt exists because Live Scan scheduling for government agencies requires it. Nothing is bolted on. Nothing is missing.
Centralized scheduling
The entire calendar is owned and managed by your central HR or operations office. Departments see availability — they don't control it.
Interactive availability calendar
A visual calendar interface for admins to manage and publish availability. Departments see open slots in real time.
30-minute appointment slots
Default 30-minute appointments per slot. Configurable down to 15-minute increments to match your Live Scan workflow.
Business hours with lunch exclusion
Set working hours and automatically exclude lunch windows. One less thing to manage manually.
Recurring availability blocks
Publish recurring blocks of availability (e.g., every Monday and Wednesday, 9 am – 12 pm) rather than configuring each day individually.
Block and unblock by slot, range, or day
Admins can close a single slot, a date range, or an entire day — for maintenance, sick days, or operational closures.
Admin override of blocked slots
Administrators can book into blocked slots. Departmental users cannot.
Multiple Live Scan locations
Support for more than one physical location or Live Scan station, each with its own calendar, capacity, and configuration.
24-hour booking cutoff
Departments cannot book within 24 hours of an appointment. Administrators are exempt from this cutoff.
Single appointment per slot
Each 30-minute slot holds one appointment, preventing double-booking and maintaining predictable throughput.
Departmental isolation
This is the feature that purpose-built scheduling software delivers and consumer schedulers cannot. Each department operates in its own walled garden.
Department-scoped booking
Each department books and manages only its own appointments. A departmental user cannot see, modify, or cancel another department's bookings.
Opaque slot availability
When a slot is booked by one department, it shows as unavailable to all others. The booking department's name and candidate details are not exposed.
Self-service within boundaries
Departments have full self-service over their own appointments — no need to route every change through a central administrator.
Roles and access control
Five built-in roles implement minimum-access by default. Additional roles can be configured in-app without custom code.
DHR / Org Administrator
Full system control: manage availability, manage all users and roles, view all appointments, run all reports, and perform administrative overrides.
Departmental User
Book, view, and cancel their own department's appointments only. Cannot see other departments' bookings or candidate details.
Front Office
View and print first name, last name, department, and appointment time across all departments for a given day, week, or month. For check-in and reception workflows.
Reporting (Live Scan)
Access to Live Scan-specific reporting: appointment volumes, scheduled vs. missed, and scheduling activity by department.
Reporting (Finance)
Access to billing-relevant reporting: per-candidate-processed billing data. No access to appointment details or candidate PII beyond what finance requires.
Additional configurable roles
New roles can be defined and assigned in-app. No custom code or vendor engagement required.
Calendars and availability
Everything needed to manage a real government calendar, including the schedules that enterprise scheduling tools overlook.
Centrally managed holidays
Public holidays are managed by the central admin and applied automatically. Departments do not need to account for them.
Vacation, sick day, and closure management
Admins can block individual days or date ranges for planned closures, sick leave, or operational reasons.
9/80 alternating-Friday schedules
Support for 9/80 work schedules with alternating Fridays off — a common schedule at county and municipal agencies.
Preloaded standard holiday calendars
Standard U.S. federal and California state holiday calendars are available for admins to apply without manual entry.
Configurable appointment capacity and types
Adjust the number of appointments per slot, per day, or per location. Define appointment types if your workflow requires them.
Notifications
Automated, configurable email notifications that keep candidates and coordinators informed without manual follow-up.
Booking confirmation
Candidates and departmental coordinators receive an email confirmation immediately after a booking is created.
Pre-appointment reminder
Automatic reminder email sent before the appointment. Timing is configurable by the administrator.
Change and cancellation notices
If an appointment is rescheduled or cancelled, revised notices go out automatically.
Admin-editable email templates
All notification templates are editable by the administrator. Templates support department-specific dynamic content, including per-department contact information.
Auto-attach PDF forms
Standard forms (e.g., Live Scan request forms) can be automatically attached to confirmation emails. Attachment is configurable per department.
Escalation notifications
Administrators receive escalation notices for cancellations, no-shows, and scheduling conflicts that require attention.
Calendar invitation support
Email confirmations include calendar invitations compatible with Outlook and Microsoft 365. This is a standalone email attachment — no real-time calendar sync is required.
Document management
Secure, audited document storage for appointment-related files — managed in-system, not via email or shared drives.
Supported file types
PDF, DOCX, XLSX, JPG, and PNG. Additional types available on request.
Malware scanning on upload
All uploaded files are scanned for malware before being stored. Files that fail scanning are rejected and the upload is logged.
Version control
Previous versions of documents are retained and accessible. No silent overwrites.
Full audit trail
Every document action (upload, download, update, delete) is logged with a timestamp and the responsible user.
Encrypted, U.S.-resident storage
Documents are encrypted at rest (AES-256) and stored in U.S.-resident cloud infrastructure.
Configurable retention
Document retention is configurable with a minimum of 24 months.
Reporting and analytics
Role-scoped reports for HR operations, finance billing, and executive visibility — available on demand and on schedule.
Appointment volume reporting
Total appointments scheduled, completed, cancelled, and missed — by department, date range, and location.
Scheduled vs. missed reporting
Track no-show rates and cancellation patterns by department. Export to Excel or CSV.
Per-candidate billing reports
Billing-ready reports on a per-candidate-processed basis, scoped to Finance role access.
Predefined and ad-hoc reports
Start with the standard report library or build custom filters by department, date range, appointment type, and status.
On-demand and scheduled delivery
Run reports manually or schedule them for automatic delivery to specific roles.
Optional dashboards
Summary dashboards for administrators. Dashboard availability is a roadmap item; contact us for current status.
Integrations
Waqt integrates with the tools government agencies already use, without requiring complex implementation.
Microsoft Entra ID SSO
Single sign-on via Microsoft Entra ID (formerly Azure Active Directory). MFA is enforced from your tenant. Session timeout is approximately 15 minutes (configurable).
RESTful API
A RESTful/JSON API is available for approved integrations with other agency systems. Access is controlled and audited.
Outlook / Microsoft 365 calendar invitations
Appointment confirmations include calendar invitation attachments for Outlook and Microsoft 365. This is a standalone email integration — no persistent calendar sync or plugin is required.
See it in action for your agency.
Request a demo and we will walk through the features that matter most for your workflow. Or start a free 30-day pilot.