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Must know
  • Free by default. Both choices start at When a spot opens up, so joining is free until you change them.
  • New joins only. Families who already paid to hold a place keep what they paid for.
  • No automatic refunds. Money collected at join is never refunded automatically if a family leaves the line or is never moved in: refund it by hand from Financials using the join invoice. A membership bought at join stays with the athlete.
  • Access. The page needs the Waitlists feature. Viewing needs View Settings; saving needs Edit Settings.
Where to find it. Settings > Registration > Waitlists is one club-wide page for every program with a waitlist. Under When families pay, you time A membership the program requires and The program fee separately, for example membership at join and program fee when a spot opens.
1

Open the page

Go to Settings > Registration > Waitlists.
2

Pick the timings

Under When families pay, set each charge to When a spot opens up or As soon as they join the waitlist, then set Who can join below if needed.
3

Save

Click Save changes. “Waitlist settings saved” confirms it.
Notes on the page. Charging the program fee at join shows the warning “Families will pay the full program fee before they have a place”: everyone who joins pays, even those who never reach the front. Buying the membership at join shows “What happens to the membership”: the athlete can use it elsewhere and keeps it. Who can join. Age, level and registration dates always apply. Require memberships and passes before joining is off by default: athletes can join without the membership or pass the program requires. Turned on, they must hold it first, though a membership bought at join counts. A blocked family sees why before joining. For something a join can’t include, such as a pass, they’re told to complete that purchase first. If a family leaves the line. Refund the join invoice by hand. On the program’s Waitlist tab, staff with View Financials see “Paid [amount] at join” and the invoice number under Joined. Remove warns the payment isn’t refunded. At promotion. Only what’s still owed is billed. A fee paid at join, or a membership already held, isn’t charged again, so a promotion may bill only the membership, only the fee, or nothing. What families see. At a club that charges at join, the banner says payment is collected when a family joins, and names the amount once the review step loads. The review step shows Due today, then When a spot opens for anything left. A declined charge keeps the family off the waitlist. Any billable program needs a saved card or bank account on file to join, whether the charge happens now or at promotion. Two things staff will run into.
  • Programs set to Sign up per class never collect the program fee at join, since each session is priced when booked. Membership timing and Who can join still apply.
  • When a join would collect money, the Enroll in Program tray can’t add an athlete to the waitlist. Have the family join from the program page, or change the timing here.
Related: What is a family charged when promoted off a waitlist? · What do families see when a program is full? · Are waitlist promotion charges refunded if I cancel? · How do I turn on a waitlist for a program?