Waiting List

Important: It is possible to increase the number of places available in your registration fee when you have exceeded the place limit. HOWEVER, all registrations on the waiting list must have been managed. That is, they must have the status Accepted or Cancelled. No registrations on the waiting list should have the status Waiting unless the status is Customer Waiting. An improvement has been made so that the maximum capacity is not exceeded if 2 members join the waiting list at the same time.

If you have set up your registration fees to allow your members to register on a waiting list. You will find the members in the Tasks menu, then select the Waiting List.

To view the members on a waiting list:

Select the registration fee from the drop-down
Select a waiting list status (optional)

Once you search for your division, a list of waiting list members will be shown.

You can enter partial or full from the search box to filter the display on the screen.
You can click on the directional arrows to sort by that column.
Reference # - the waitlist number and the source will be shown (online or admin)
Added date - the date the member was added to the waitlist
Name - the member’s name and link to their profile
Date of birth - the date of birth of the member
Status - The status of the waitlist - pending, waiting for client, converted or canceled

TIP: it is possible to view the list of members on the waiting list by generating the Waiting List Report. This will save you from selecting one category at a time to view the members on your waiting list.

TIP: An problem was fixed when merging two profiles, one of which is on the waiting list. The system now displays an error message asking the user to first manage the waiting list entry before proceeding with the merge.

To Accept or Cancel a Member on the Waiting List

Click on the member, and a side panel will open to the right.

Click the Action button
Select Accept or Cancel

When you accept a member, a pop-up window will open to confirm the member's acceptance. Click on Confirm. This will email the parents, letting them know a spot has opened up for them. The parents can then log into their My Account to complete the transaction.

This is the message the parent will receive by email.

Manual Registration Accepted off Waitlist

A pop-up window is shown when a registration is done manually and accepted off the waitlist.

Click on Manual registration to complete the registration.

Online Registration Accepted off Waitlist

When an online registration is accepted off the waitlist, parents must log onto their My Account. A pop-up message will be displayed.

To accept the spot and continue the registration, click Pay Now
To cancel your spot, click Cancel

The member's status will change to Waiting for client.

Once the member completes the registration, the status will change to Converted, and you will receive a notification that the registration has been completed. The registration will be added to the member's profile and your registration report.

If you reject a member from the waiting list, a pop-up window will open, and you must indicate the reason for the cancellation and click on Confirm. The parent will receive an email indicating the reason for the cancellation.

The status of the member will change to Cancelled.