Skip to main content
Must know
  • You always choose. Set Active on a waitlisted enrollment asks: Promote and bill, or Activate without billing. Nothing is preselected.
  • Promote and bill charges like a Waitlist tab promotion, including a required membership even on a program with no tuition of its own.
  • Activate without billing raises no invoice. If the spot was already offered and invoiced, that invoice stays owed and the 24-hour payment deadline no longer cancels the spot.
  • Some enrollments only get Activate without billing: rate-card programs, athletes queued for single sessions, programs with the waitlist off, and families already holding an unpaid offer.
What Set Active does. On a waitlisted enrollment, Set Active does not make the athlete active straight away. It asks how they come off the waitlist.
1

Open the athlete's Programs tab

Go to Athletes > Directory, open the athlete’s profile, and go to the Programs tab.
2

Choose Set Active

Under Program enrollments, open the actions menu (the three dots) on the waitlisted row and choose Set Active.
3

Pick an outcome

The dialog “Set [athlete] active in [program]?” reads: “This athlete is on the waitlist. Choose whether to promote them the normal way, which bills the family, or seat them now without billing.” Pick a card and click Continue, which stays disabled until you pick, even when only one card shows. Go back changes nothing.
Same rules as the Waitlist tab. Promote and bill charges only what is still owed (a program fee paid when the family joined the waitlist is not charged again) and ignores the program’s capacity and the Automatic Promotion setting. The dialog shows no amount: see What is a family charged when promoted off a waitlist? When only Activate without billing is offered. The dialog names the reason and adds: “The only remaining option is to seat them now without billing.” Reasons include:
  • The program bills from the rate card.
  • The waitlist is turned off for the program.
  • The program no longer sells whole-program enrollment.
  • The athlete is queued for individual sessions.
  • The family has already been offered the spot and has an unpaid invoice for it.
If the spot was already offered. On a Waitlist Payment Pending enrollment, Activate without billing seats the athlete with no new charge: the invoice already sent stays open and owed, and the payment deadline no longer cancels the spot. What you see after. The athlete’s Activity tab records an unbilled activation, noting any invoice still owed. The other way to promote. The Promote button on the program’s Waitlist tab runs the same promotion as Promote and bill. Related: How do I manually promote an athlete off the waitlist? · What is a family charged when promoted off a waitlist? · What happens when a promoted athlete’s payment fails? · How do I pause, cancel, or remove an enrollment?