To enable a Waitlist, set Enable Waitlist to Yes on the Program's 1 Setup page and set a Max # of Enrollments on the program level or on each offering. Once the max is reached, new registrations are saved as waitlisted enrollments, and you accept them when a spot opens.
Applies to: Org admins · All plans (Youth Camp: Camp & Activity module; Team Registration plus Roster programs: Enhanced, Elite and Enterprise) · Youth, Adult, Youth & Adult, Youth Camp and team registrations (not Tiered Pricing programs, and not roster registrations in Team Registration plus Roster programs)
Where: Programs > Manage Programs > (your program) > 1 Setup > Max Enrollments/Waitlist
How to turn on the waitlist
- Go to Programs > Manage Programs.
- Click the program's name, then open 1 Setup.
- Under Max Enrollments/Waitlist, set Enable Waitlist to Yes.
- 4. In Fee Handling, choose Collect fees or Defer fees (see the table below).
- If you chose Collect fees, set Enable Required Addons for Waitlist: Yes asks waitlisted families to buy the offering's required add-ons; No shows no add-ons.
- Set the limit in one place only: enter Max # of Enrollments here for the whole program, or leave it blank and set Max # of Enrollments on each offering (2 Configuration > Edit offering). For camps, the offering field is Max # of Enrollments per Session.
- Click Save.
Fee Handling
| Option | What happens |
|---|---|
| Collect fees | Waitlisted families pay the registration fee at checkout, as for a normal registration. Add-ons aren't offered unless Enable Required Addons for Waitlist is Yes, and then only required add-ons appear. |
| Defer fees | The waitlisted enrollment costs $0 at checkout, with no payment plan, deposit or add-ons. When you accept it, the fee is added to the family's account as a balance for them to pay. |
What you'll see
- When an offering with its own Max # of Enrollments is full, families see "(WAITLIST)" after the offering name in the Offering list (for camps, after each full session). Without the waitlist they see "(FULL)" and can't choose it.
- After adding a waitlisted enrollment, the family sees "Note: The Offering is full. Your Waitlist enrollment has been added to your Cart…" and completes checkout to get an order confirmation. The enrollment shows as Waitlisted in their account. That note's wording is fixed. To explain your own process, such as applying and waiting for review, use the program description or the cart page instructions: Content > Page Edit (Content > Checkout Instructions on Editor 2.0 sites), Page to Edit Cart Page - Instructions Section, which TeamSideline Support can add if it isn't listed.
- On the program's details page, a full offering with its own max shows Waitlist Open. If the max is set on the program instead, offerings keep showing Open and families only see "(WAITLIST)" on the cart item, so mention the waitlist in the offering names, the program description or the Button Text.
How to see and manage who's waitlisted
- Programs > Manage Programs shows Enrollments and Waitlisted counts for each program.
- The program's 6 Dashboard (4 Dashboard for camps) shows Waitlist Enrollments for each offering.
- For names, go to Reports > Report Dashboards > Enrollments (or Team Enrollments), click Dashboard Configuration, check Waitlisted Enrollments under Enrollment Status, and click Apply.
- To move someone off the waitlist, open their enrollment's Edit Enrollment page and use the Accept tab. The steps are in How To Accept Waitlist Enrollments (linked below). With Defer fees, the Accept tab shows "Fees were deferred and will be added to account when accepted." and a Fee Amount you can adjust; the family is emailed only if Email is checked.
- To add someone straight to the waitlist yourself, use Place Order. When the program has Enable Waitlist on and the program or offering shows [Full], a Waitlist checkbox ("Add enrollment to the waitlist.") appears. If you leave it unchecked, the enrollment is accepted over the max, with a warning.
If it doesn't work
- Enable Waitlist is grayed out. The program uses Tiered Pricing, which doesn't support a waitlist.
- Families never see "(WAITLIST)" in the Offering list. The label shows there only when the offering has its own Max # of Enrollments; with a program-level max it shows on the cart item instead. Also check that a max is set at all (Enable Waitlist needs one, as the note next to it says) and that the offering is still open for registration (its registration dates are current).
- "Max # of Enrollments has been set on one or more offerings." (1 Setup) or "Max # of Enrollments has been set on the 1 Setup page for the program." (offering) You can't set both. Clear one of them.
- "This program is full and not accepting additional enrollments at this time." The program's Max # of Enrollments is reached and Enable Waitlist is No.
- A family was waitlisted at checkout although the offering had room when they added it. Items in a cart don't hold a spot. If the offering fills before checkout, the item becomes a waitlist enrollment with "The maximum number of enrollments has been reached for the offering name Offering. You have been placed on the waitlist." and its add-ons are removed. See the cart-hold article below.
- Roster registrations aren't waitlisted. In Team Registration plus Roster programs, the waitlist applies to team registrations only; roster offerings (2b Roster Configuration) have no Max # of Enrollments.
Good to know
- There's no setting to cap the number of waitlisted entries.
- Enable Waitlist is set for the whole program, not per offering. To stop new waitlist sign-ups for one offering while the others keep their waitlists, close that offering: set its Reg. Duration to end at a time that has already passed.
- Only accepted enrollments count toward Max # of Enrollments. Waitlisted, canceled, volunteer and sponsor enrollments don't.
- No one is moved off the waitlist automatically. If an accepted enrollment is canceled, the next family to register can take that spot. Accepting from the waitlist isn't limited by the max, so some organizations set Max # of Enrollments a little below their real capacity and accept waitlisted players up to capacity; a cancellation then doesn't reopen the spot to new registrations before you've accepted someone.