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Must know
  • Promoting is free. It registers the athlete for that one session at no charge. No invoice is created and no email goes to the family. Bill them separately if you want to charge.
  • Each session has its own line. Its table shows a place (Spot available, then #1, #2) and a Remove action.
  • Automatic Promotion is narrow. The next waiter moves up only when you cancel a Registered athlete’s spot from the session roster and a seat is actually free.
  • Old requests expire. Requests for sessions that have all passed or were cancelled expire automatically.
Who waits for a session. On By Class programs, families ask for sessions on your club website. On Full & Drop-in programs, waiters come from staff actions: adding athletes to a full session, setting a roster row to Waitlisted, or Add to waitlist when you enroll an athlete in picked sessions from their profile.
1

Open the Waitlist tab

Go to Registrations > Programs, open the program, and click the Waitlist tab.
2

Find Session waitlists

Below Program waitlist, each session has a heading with its name (or date) and its start and end time. The table shows #, Athlete and Joined, oldest request first. Spot available means a seat is open now.
3

Promote

Click Promote on the athlete’s row. You see Athlete registered for the session.
If the session is full. A Session is full box asks you to confirm. Choose Promote anyway to go over capacity, or Cancel. On Full & Drop-in programs, full-program athletes and drop-ins share the same seats. Remove someone. Click Remove on the row. The Remove from the session waitlist? box says the athlete loses their place for that session, the family is not charged, and they can join again. Click Remove, or Keep waiting. You see Removed from the session waitlist. Removing never moves anyone else up. Another way to promote. Open the session from the Sessions tab and change the athlete’s Registration dropdown from Waitlisted to Registered. A full session asks you to confirm with Register anyway. Automatic Promotion. When the program’s Automatic Promotion is on and you cancel a Registered athlete’s spot from the session roster, the longest-waiting athlete moves up at no charge, but only if a seat is free afterward. Cancelling the drop-in invoice or the whole session does not promote anyone. Good to know.
  • By session. On By Class programs, an athlete waiting for specific sessions also appears in Program waitlist as By session, with no Promote button. Whole-program promotion skips them, so promote them here.
  • Upcoming only. Only upcoming sessions are listed, and the section is hidden when none have waiters. If the waitlist is off, the tab shows Waitlist disabled.
  • Activity log. Promotions and removals appear as Session waitlist request entries.
  • Permission. You need Edit Athletes, or you see Forbidden.
Whole-program promotion is different. It charges what the family still owes. See How do I manually promote an athlete off the waitlist?. Related: How do I manually promote an athlete off the waitlist? · How do I see who’s on a program’s waitlist? · How do I add an athlete to a waitlist myself? · How do I edit, reschedule, or cancel a session?