To move someone off the waitlist, open their enrollment, click the Accept tab and click Confirm Accept. You accept waitlisted enrollments one at a time, from the Enrollments dashboard or the customer's account; there's no bulk accept, and no one is accepted automatically when a spot opens.
Applies to: Org admins with the Edit Enrollment permission · All plans · Programs with Enable Waitlist turned on (individual, team and Youth Camp registrations)
Where: Reports > Report Dashboards > Enrollments > Options > Accept Enrollment, or Customers > Account Management > Search > (customer) > Enrollments > Edit Enrollment > Accept
See who's on the waitlist
- Programs > Manage Programs shows a Waitlisted count for each program, next to Enrollments.
- The program's 6 Dashboard (4 Dashboard for Youth Camp programs) shows Waitlist Enrollments for each offering, next to Max Enrollments and Avail. Enrollments.
- Reports > Report Dashboards > Enrollments lists the names (steps below). For team registrations, use Team Enrollments.
Accept from the Enrollments dashboard
- Go to Reports > Report Dashboards > Enrollments.
- Click Dashboard Configuration and choose the Program.
- Under Enrollment Status, check Waitlisted Enrollments. Uncheck Accepted Enrollments to see only the waitlist.
- Optional: choose Order Date as an Additional Column, so you can sort by when each family registered.
- Click Apply.
- On the person's row, click the Options icon and choose Accept Enrollment. The Accept tab opens in a new browser tab.
- Check the Accept Actions (below) and click Confirm Accept.
The Team Enrollments dashboard has no Accept Enrollment option. Click the name in the Name column to open the enrollment, then click the Accept tab.
Accept from the customer's account
- Go to Customers > Account Management > Search, find the customer and click their name.
- Click Enrollments, then the Edit Enrollment icon (pencil) on the waitlisted enrollment.
- Click the Accept tab.
- Check the Accept Actions (below).
- Click Confirm Accept. Back returns to the Edit tab without accepting.
Accept Actions
| Field | What it means |
|---|---|
| Fee Handling | "Fees were collected at the time of registration, except for add-ons." means the family already paid; nothing is added to the account. "Fees were deferred and will be added to account when accepted." means the Fee Amount below is added when you accept. |
| Fee Amount | Shown only for deferred fees. It starts at the offering's fee for the registration period the family signed up in, plus any non-resident fee, and a note says when a non-resident fee or an all-sessions discount is included. It doesn't apply other discounts or tiered pricing, such as a sibling discount, so adjust it if needed. Coupon codes only discount items bought at checkout, not this fee once it's on the account, so take a coupon's discount off here, or add a Misc - Credit after you accept. Enter 0 to add nothing. |
| "Send email to customer regarding this action". Check it to email the family. It starts unchecked and remembers your last choice. |
What you'll see
- "Enrollment accepted." and the customer's Enrollments page. The enrollment is now Accepted and counts toward Max # of Enrollments.
- With deferred fees, the account gets a charge for the Fee Amount described as "Balance due for accepted Waitlist Enrollment". Families can pay it with the red Balance Due button on their account when Programs > Configurations > General > Enable Pay Balance is Yes. You can also take the payment with Place Order > Add Balance Payment.
- If you checked Email, every adult with an email address on the account gets "Enrollment Accepted | your organization's name". It says the waitlist enrollment has been accepted. With deferred fees, it asks the family to sign in and click the red Balance Due button to pay, and if the program has add-ons, it tells them to open Enrollments under My Account to buy them. The email's wording is fixed, so you can't edit it or add your own instructions, such as how to pay by check. Send those yourself, for example with Options > Send Email on the dashboard. The email is listed in Communications > Communication Logs > System Log.
Add-ons after acceptance
Waitlisted families can't buy add-ons, except required ones when the program collects fees and asks for them on waitlist registrations. Once the enrollment is accepted:
- Families can buy add-ons under Available Add-Ons on their Enrollments page (My Account) while the offering is open for registration, or until the program's Add Rebuy Until date.
- You can add one at any time: on the customer's account, click Place Order, then Add Add-On.
If it doesn't work
- There's no Accept tab. The enrollment isn't waitlisted (it's already accepted or canceled), or your admin role doesn't have the Edit Enrollment permission.
- Accept Enrollment isn't in the Options menu. That row isn't a waitlisted enrollment; the option shows only on waitlisted rows.
- There's no Options icon on the dashboard. Your admin role needs the Enrollments permission for customer accounts.
- The family didn't get an email. Email wasn't checked when you accepted. Contact them yourself, for example with Options > Send Email on the dashboard.
- The family can't find the Balance Due button. Turn on Enable Pay Balance, or take the payment with Place Order > Add Balance Payment.
- The offering went over its maximum. Accepting isn't limited by Max # of Enrollments. Check the counts on the program's dashboard before you accept.
Good to know
- Accept each enrollment on its own Accept tab; there's no way to accept several at once.
- No one moves off the waitlist automatically. When a spot opens, the next family to register can take it, so accept waitlisted families promptly.
- Youth Camp waitlists are per session. Accept each waitlisted session the same way; the dashboard's Session column shows which one.
- To take someone off the waitlist instead, cancel the enrollment on its Cancel tab. If you check Email, the family's email says the enrollment was canceled because the offering is full.
- With deferred fees, a waitlisted enrollment costs $0 at checkout, so there's nothing to refund if you cancel it.