How to manage waitlists as a Provider

Once a session runs out of available seats, or is set to have zero seats available, parents are presented with the option to add their child to a waitlist. Both Providers and Enrichment Coordinators can view the waitlist from the Sessions List and Rosters pages. From the waitlist, you can choose who to invite to the session, or you can use the lottery feature to have students randomly selected for you.

Additionally, the waitlist can be sorted by Grade Level, Waitlist Time, or Student Name (first or last), making it easier to prioritize and manage students efficiently.

To access the waitlist from the Provider Dashboard: 

• From the dashboard or the menu on the left >
  • Program setup > Sessions List.
  • Roster & attendance > Session rosters 
• Narrow down the sessions list with the filters on the top of the page as needed.
• Click on the "Waitlist: #" link to the right of the session you want to view.

To invite the waitlist students:

• If you prefer to invite one by one, please click the "Invite" button to the right of the student's name.
• Click on the blue “Invite selected students” button on the top to invite several students:
  • Check the box to the left of the "Invite select students" button to select all un-invited students. 
  • Check the box to the left of the student names to pick selected students.
  • Note: Clicking the down arrow on this button will give you the option to invite the selected students to a different session.
• You'll be prompted with an email template that you can edit as you wish. Once you're finished, click "Send Email".
• After being invited, the session will be added to the parents' cart. A link to their cart will be included in the invitation email to parents. There is NO need to open seats to invite waitlist students. The number of available seats and the registration period do NOT affect the invited parents' ability to complete registration. Waitlist registrations do, however, count towards the session’s seat quota and each waitlist registration reduces the # of available seats by 1.

If you wish to open registration to your community after inviting waitlisted students, you can prevent any overbooking of the session by setting the max seats of the session to (the max # of seats - # invited students), but you will need to increase the session's maximum number of seats as invited students register to ensure there are open seats available for non-waitlisted students. 

To cancel the invitation:

• Click the "Cancel" button at the right side of the invited student. If the invitation is canceled, the student will not be able to register for the session, but they'll still stay on the waitlist.

To remove students from waitlist:

• If the student has been invited, the invitation needs to be canceled first, then the student can be removed from the waitlist.
• To remove one student that hasn't been invited, click the "Remove" button to the right of the entry.
• Check the box to the left of the "Invite selected students" button at the top to select all uninvited students, or check selected individual entries, then click the "Remove selected students" button at the top to remove all checked waitlist entries at once.
• You'll be prompted with an editable email template. Once you're finished editing the email, click "Send Email".

Note:

It's better to include a registration deadline in the invitation emails. Sometimes parents change their minds and will ignore the invitation email. Canceling an invitation from the roster page will disable the private link sent to the parent and remove the session from their cart.

[Related Topics] 

Need to run a lottery for your classes? Please follow the link below to find instructions on how to run a lottery for your classes.

1. How to set up and run a lottery for your classes (For Providers)
2. How to setup and run a lottery for after-school enrichment classes (For Enrichment Coordinators)