How to set enrollment capacity (Max # of Enrollments) for a program, offering or camp session

Max # of Enrollments limits how many registrations a program takes: set it once for the whole program on 1 Setup, or on each offering on 2 Configuration (each session, for a Youth Camp program), but not both. Once it's reached, families can't register (or they join the waitlist if Enable Waitlist is Yes), though you can still register someone yourself with Place Order.

Applies to: Org admins · All plans (Update Multiple Offerings: Enhanced, Elite and Enterprise) · All registration programs

Where: Programs > Manage Programs > (program) > 1 Setup > Max Enrollments/Waitlist, or 2 Configuration > Offerings

Program or offering: which to use

Set it on	What it limits	Use it when
1 Setup (the program)	One total for all the program's offerings together.	All offerings share the same space, such as one clinic with several price options.
2 Configuration (each offering)	Each offering on its own; in a Youth Camp program, each session.	Offerings are separate groups, such as age groups. Usually the better choice: families see which offering is full.

You can't use both. When any offering has its own limit, 1 Setup shows "Max # of Enrollments have been set on one or more offerings." above the field.

How to set a limit for the whole program

Go to Programs > Manage Programs.
Click the program's name. It opens on the program's Dashboard.
Click 1 Setup.
Under Max Enrollments/Waitlist, enter the limit in Max # of Enrollments (1 to 9999). Leave it blank for no limit.
Optional: set Enable Waitlist to Yes so families can join a waitlist once the program is full.
Click Save. You see "Program has been saved."

How to set a limit on each offering

Open the program and click 2 Configuration.
Under Offerings, click the Edit icon (the pencil) on the offering's row. For a new offering, click Add Offering instead; its form has the same field.
Enter the limit in Max # of Enrollments (for a Youth Camp offering, Max # of Enrollments per Session). Leave it blank for no limit.
Click Save (or Add for a new offering). Saving an edit shows "Program offering updated."
Repeat for each offering. Each offering's row then shows its limit, for example "Max # of Enrollments: 20", or "Max # of Enrollments: Unlimited" when it has none.

Update Multiple Offerings on 2 Configuration (Multi-Offering Update permission) sets one limit on several offerings at once. A blank field there changes nothing, so to remove a limit, edit the offering. It doesn't check 1 Setup, so clear the program's limit first.

Camp sessions

A Youth Camp offering's field is Max # of Enrollments per Session. Every session of the offering gets that limit and fills on its own: with 20, each day (or week) takes 20 campers. Sessions that need a different limit go in their own offering.
Each session a camper takes is a separate registration, so a limit on 1 Setup counts session registrations, not campers. For camps, use the per-session limit.

What families see when it's full

Where the limit is	Enable Waitlist No	Enable Waitlist Yes
An offering	In the Offering list the offering shows "(FULL)" and can't be chosen. On the program's details page its Status reads "Closed/Full" (until then, the spots left, such as "5 Available").	The offering shows "(WAITLIST)", and registrations for it go on the waitlist. Its Status reads "Waitlist Open".
A camp session	In Session(s) the session shows "(FULL)". If the family adds it anyway, they see "The session "(date)" is full and not accepting additional enrollments at this time." Status reads, for example, "2 Session(s): Closed/Full, 3 Session(s): Available".	The session shows "(WAITLIST)". Status reads "Waitlist Open", or for example "2 Session(s): Waitlist Open, 3 Session(s): Available".
The program (1 Setup)	The offerings still look open. When the family clicks Add Enrollment, they see "This program is full and not accepting additional enrollments at this time."	The registration is added to the cart with "(WAITLIST)" after its name.

With a limit on 1 Setup, the program's details page keeps showing its offerings as Open after the program fills, so families find out in the cart. If that matters, mention the limit in the program description.

How to register someone after it's full (Place Order)

Open the family's account and click Place Order, then Add Enrollment.
Choose the Enrollee, Enrollment Type, Program and Offering. A full program or offering shows "[Full]" after its name.
Optional: to waitlist the person instead, check Waitlist ("Add enrollment to the waitlist."). The box appears only when Enable Waitlist is Yes and the program or offering shows [Full].
Click Add, then complete the order. A warning such as "This program is full." or "The Offering "(name)" has already reached the maximum number of enrollments." appears, and the registration is added over the limit unless you checked Waitlist.

A full Youth Camp session shows "[Full]" after its date and is added over the limit with a warning. Place Order doesn't offer the Waitlist box for it; to waitlist a camper for a full session, have the family register on your website.

If it doesn't work

"Max # of Enrollments has been set on one or more offerings." (when you save 1 Setup) An offering already has its own limit. Leave 1 Setup's field blank, or clear the limit on every offering first (edit each one, empty Max # of Enrollments and save) and then set the program's.
"Max # of Enrollments has been set on the 1 Setup page for the program." (when you add or save an offering) Clear Max # of Enrollments on 1 Setup first.
A family is told the program is full, but the offerings show Open. The limit is on 1 Setup and has been reached. Raise it, turn on the waitlist, or register the participant with Place Order.
A second child shows "(FULL)" or "(WAITLIST)" though a spot was left. Registrations already in the family's cart count, so the first child took it.
"The maximum number of enrollments has been reached for the (offering) Offering. If you have any questions regarding this please use the Contact Us link at the bottom of this page to contact (your organization)" (at checkout; with a program limit, the message names the program) A cart doesn't hold a spot, and it filled before the family checked out. They remove the item. With the waitlist on, the item becomes a waitlist registration instead ("…You have been placed on the waitlist."), without its add-ons; a camp session still stops checkout, and deleting the item and adding it again waitlists it.
More registrations than the limit. Place Order and Transfer only warn about the limit, and accepting from the waitlist isn't limited.

Good to know

Only accepted player, adult and team registrations count. Waitlisted, canceled, volunteer and sponsor registrations don't, and volunteer and sponsor registrations are never limited.
A canceled registration frees its spot at once, and the next family to register can take it. To give the spot to a waitlisted family first, see the cart-hold article below.
Lowering the limit below the current count doesn't remove anyone. It only stops new registrations.
In team programs the limit counts team registrations. Roster offerings (2b Roster Configuration) in Team Registration plus Roster programs have no Max # of Enrollments. The number of players on a team is set with Roster Min/Max on 1 Setup when Coach Roster Mgmt is Yes.
The program's Dashboard (6 Dashboard; 4 Dashboard for camps) shows each offering's Enrollments, Max Enrollments, Avail. Enrollments and Waitlist Enrollments. Manage Programs shows Enrollments and Waitlisted per program.
To stop registration for one offering without a limit, close the offering instead (see below).

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