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Must know
  • Plan feature, per program. Waitlists need the Waitlists feature on your plan, and each program turns on its own waitlist.
  • Join order, until staff change it. The line starts in join order, but staff can reorder it. Athletes who asked for specific sessions wait on session waitlists instead.
  • One payment rule for the club. Whether families pay when they join or when a spot opens is set once for the whole club in Settings > Registration > Waitlists.
  • Automatic Promotion is off by default. Without it, staff promote by hand.
A waitlist lets families line up for a full program. Each program keeps its own list, and athletes on it show as Waitlisted. When families see it. Your club website shows Join Waitlist only when the program is full and the waitlist has room. Once the Maximum Waitlist Size is reached, it reads Sold Out. See What do families see when a program is full?. No waitlist-only mode. A program needs the Capacity Limit switch on and a Maximum Capacity of at least 1. The waitlist opens only once enrollment reaches that number, so you cannot send every family straight to a waitlist. To gauge interest first, use an application-based program. Application Required programs and rate-card programs cannot have a waitlist. Turning it on. Flip the program’s Enable Waitlist switch. See How do I turn on a waitlist for a program?. Place in line. The line starts in join order, and an athlete who rejoins goes to the back. Staff use Move up, Move down and Remove on the program’s Waitlist tab; reordering and promoting need the Edit Athletes permission. The # column shows #1, #2, Spot available, Spot offered (waiting on a payment) or By session. See Who’s on a waitlist and Reorder or remove athletes. What families can see. With Show Families Their Place in Line on (the default), families see Waitlisted with a tag such as #3 in line or Spot available in the family portal. With it off, they see only Waitlisted. When families pay. By default (the When a spot opens up setting), joining is free and the saved card is charged when the athlete is promoted, by staff or by Automatic Promotion. Your club can instead charge the fee, the membership, or both as soon as families join, and promotion then bills only what is still owed. Anything collected at join is not refunded automatically if the family leaves, and changes affect new joins only. See Choose when families pay and What a family is charged. If a charge goes wrong. If the card declines, see What happens when a promoted athlete’s payment fails?; to give a promotion charge back, see Are waitlist promotion charges refunded if I cancel?. Required memberships. A required membership is charged on the same payment. If it cannot be bought right now, Automatic Promotion promotes nobody, and manual promotion offers Promote without membership. Promoting by hand. Staff promote any athlete in the numbered line from the Waitlist tab, open spot or not. See Manually promote an athlete. On an athlete’s profile, Set Active on a waitlisted enrollment offers Promote and bill or Activate without billing. See Set a waitlisted athlete active. Automatic Promotion. When it is on, the next athlete in line is promoted after an enrollment is cancelled or an unpaid offer expires. If a promotion charge declines, the family has 24 hours to pay before the spot is released. Raising capacity does not trigger it, and it skips By session requests. See Automatically promote people. Adding athletes yourself. On an athlete’s profile, Enroll in Program offers Add to waitlist when the program is full. See Add an athlete to a waitlist. Session waitlists. Sessions have their own lists, shown in a Session waitlists section below the Program waitlist on the Waitlist tab. Promoting from one registers the athlete at no charge. See Promote from a session waitlist. Programs list. The Waitlist column next to Enrolled counts the athletes waiting. Related: How do I turn on a waitlist for a program? · How do I choose when families pay for a waitlist? · How do I see who’s on a program’s waitlist? · What happens when a spot opens in a full program?