Skip to main content
Must know
  • Promote charges the family’s saved card for what is still owed: the program price plus any required membership the athlete does not hold, in one charge. Automatic promotion charges the same.
  • The amount in the dialog is an estimate. Tier prices, per-session pricing and a fee already paid at join change what is really charged.
  • If the required membership cannot be bought right now, the button reads Promote without membership and the athlete is enrolled without it. Automatic promotion promotes nobody in that case.
  • Manual promotion ignores capacity and the Automatic Promotion switch. Promote only appears on rows in the numbered line.
Before you start. You need the Edit Athletes permission. Every staff member sees the button, but promotion fails without it. It is also refused for rate-card programs, programs that no longer sell whole-program enrollment, programs with the waitlist off, and free promotions while the family has outstanding requirements. Each time, the only message you see is Failed to promote from waitlist.
1

Open the Waitlist tab

Go to Registrations > Programs, pick the program, and open the Waitlist tab. The Program waitlist table has a # column for each place. You can reorder first with the up and down arrows on each row.
2

Click Promote

Click Promote on the athlete’s row. It appears only on rows marked #1, #2 and so on, or Spot available. Spot offered (awaiting payment) and By session rows show only Remove; promote By session requests from Session waitlists. If the program price plus any missing required membership is $0.00, promotion happens at once. Otherwise the Promote from waitlist? dialog opens.
3

Review the charge and confirm

Check the dialog, then click Charge & promote (or Promote without membership). The button reads Charging… while the card is charged.
What the dialog can say. A free program whose required membership cannot be bought skips the dialog and enrolls the athlete without it. Why the real charge can differ. The dialog shows a flat estimate. Per-session programs bill only the sessions left in the current billing period, and a pass or membership tier can lower the price. If your club collects fees when families join (Settings > Registration > Waitlists), promotion bills only the remainder, or nothing. Staff with View Financials see Paid $X at join under Joined. What happens next. You see Athlete promoted from waitlist, and the family gets the Waitlist Promotion email, unless the charge fails, the enrollment is still waiting on family requirements, or your club has switched that email off. If the card declines. The athlete is still promoted and the row moves to Spot offered. You see “Athlete promoted, but their saved card could not be charged. They have 24 hours to resolve payment.” The parent has 24 hours to pay or the athlete is removed. Another way in. On the athlete’s profile, Programs tab, Set Active on a waitlisted enrollment lets you choose Promote and bill (the same promotion) or Activate without billing. Related: What is a family charged when promoted off a waitlist? · What happens when a promoted athlete’s payment fails? · What happens when I set a waitlisted athlete active from their profile?