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Must know
  • Program Applications must be on. Application Required needs this plan feature, which is off by default (check Settings > Organization > Features). Without it you cannot choose the mode, and families see no join button.
  • Approving charges and enrolls. It charges the card the family saved when they applied. A pending request holds no seat.
  • A declined card gets 24 hours. The athlete stays enrolled, and the family has 24 hours to pay before the enrollment is cancelled.
  • Decisions are final. Only a Pending request can be approved, declined or withdrawn. Declining moves no money and sends no email.
Before you start. Set the program’s Enrollment Mode to Application Required (how). Families then see Request to Join on your club website. Without Program Applications, a program already saved as Application Required keeps that mode, but once saved as Open Enrollment it cannot switch back.
1

Spot waiting requests

Go to Registrations > Programs. On the “[N] athletes awaiting review” banner, View narrows the list and Show all programs undoes it. A red count badge marks each program with pending requests, and Filters has Awaiting review under Applications.
2

Open the Applications tab

Open the program and choose Applications, next to Athletes. The tab also stays on a program switched back to Open Enrollment while it has requests on record. Tiles count each status and a filter narrows the table.
3

Approve

On a Pending row, choose Approve (on a phone, use the row’s actions menu). Approve this request? names the card ending and the amount, plus any tax and fees: choose Charge & approve. On a free program nothing is charged and the button reads Approve.
4

Or decline

Choose Decline. In Decline application?, add a Reason (optional) of up to 500 characters, which the family sees on their portal, then choose Decline application.
What approval does. The athlete joins upcoming sessions only. The charge is the price the athlete qualifies for (a pass or membership price counts), plus tax and fees, and a recurring program then bills the saved card. The family gets the Program Enrollment notification. When the program is full. Uplifter asks first: choose Approve anyway to go over capacity. If the card declines. The athlete keeps the seat but comes off upcoming session rosters, and the family gets a payment-failed notice with a link to billing. Uplifter retries the charge and cancels the enrollment if 24 hours pass unpaid. When approval is refused. You cannot approve on a rate-card program, a request with no guardian on file, or one whose guardian can no longer register the athlete. A free approval can also be refused over a missing required membership, pass or earlier program enrollment. Who can do this. Any staff member can see the tab. Approving and declining need Edit Athletes. What families do. A signed-in guardian chooses Request to Join, can add a Note to the gym (optional) and, for a paid program, saves a card (authorized for $0.00). An email confirms nothing was charged, and the guardian is added to Athletes > Guardians. Each athlete can have one pending or approved request per program, and can apply again after a decline or withdrawal. They can withdraw pending requests under Applications in the family portal. Enrolling by hand. For rate-card programs and older invite-only programs with no join button, open the athlete from Athletes > Directory, then the Programs tab and Enroll in Program.
There is no waitlist-only program, because the waitlist opens only once a program is full. To gauge interest first, use Application Required: nothing is charged and no seat is held until you approve.
Related: How do I set up an application-based program? · How do I join an invite-only program? · How do I manage the athletes enrolled in a program? · How do I enroll an athlete in a program?