Notes About Waitlist Enrollment
Someone can be enrolled on both a Waitlist and a Class at the same time. If someone is on a Waitlist, that does not stop them from enrolling if there is space open in the class.
Admin users can enroll someone on a Waitlist even if the same Enrollee is enrolled in a Class. Admin users can also add Enrollees to multiple Waitlists via the Classes page.
Customers can enroll themselves in one Waitlist at a time.
Customers can enroll in a Program-Level Waitlist even if there are openings in a Class; however, they can only enroll in a Class-Level Waitlist if the Class is full.
Enrollees stay on the Waitlist until an Admin user removes them manually.
There are two kinds of Waitlists:
Program-level Waitlist - A Program-level Waitlist is a Waitlist on the Program that encompasses ALL the Classes within that Program. The Waitlist becomes visible when at least one Class in a Program is full.
Class-level Waitlist - A Class-level Waitlist is a Waitlist on the Class. Waitlists on the Class will be for that one specific Class.
The following is how you create each of these types of Waitlists.
Program-Level Waitlist
Creating Waitlists is easy as long as you have created and published at least one of the following:
Location
Enrollment Period
Program
If you need help with publishing a Location, Enrollment Period, or Program, please see this support article.
NOTE: Program-level Waitlists are ONLY available for Programs set up on the Simple Enrollment Model (where customers do not choose their own Classes). For all other Enrollment Models, you must use the Class-Level Waitlist. Click here to learn more about Class-level Waitlists.
Enforce Enrollment Setting
The setting "Enforce enrollment capacities" must be turned on for a Waitlist to show up on the Enroll Form. To turn on this setting, go to the My Company page and click on the Enroll Form item in the left menu. Then select the box as seen below.
Create a Waitlist on a Program
To create a Program-level Waitlist, follow these steps:
Step 1 - Select Enrollment Period & Program
Click on the Classes menu item in the left sidebar. Select the Enrollment Period at the left. Next, choose the Program under the Enrollment Period where you want to create the Waitlist.
Step 2 - Add Waitlist
Click the button on the right that says, "Add Waitlist."
Step 3 - Set Capacity
If you would like to set a capacity for your Waitlist, you can, but it's not required. The Waitlist can also have no Capacity. Enter a Capacity greater than "0." If no capacity is entered, the capacity will be infinite.
Viewing the Waitlist
You should be able to see the waitlist, if there is one, on the Classes page. Click on the person icon in the upper-right corner and go to "Classes."
If the Waitlist is on thePprogram, it will be above all the Classes.
Edit Program-Level Waitlist Capacity
Since a Program can have more than one Class, the Program-level Waitlist applies to the Program, NOT the Class. How Class Capacity works within a Program is that the Program Capacity is equal to the total of the Class Capacities in that Program.
For example, you have a Program with three Classes. Each Class has a Capacity of 10. The total capacity, then, for that Program is 30 (10 x 3 Classes). If one of those Classes has more Enrollees than Capacity due to Admin user enrollment (i.e., the Class Capacity is "10" but there are "12" Enrollees), then the Program Capacity is reduced by the number of Enrollees over the Capacity (in this case, it would be reduced by "2").
If you restrict Waitlist entry by Capacity, you need to know that the Program Capacity DOES NOT include the Waitlist Capacity. If you only want a specific number to be allowed on the Waitlist, set the Capacity at that number. At enrollment, no more than that Capacity will be allowed into the Waitlist.
The Waitlist can also have no Capacity. If no Capacity is set on the Waitlist, an unlimited number of Enrollees can enroll in the Waitlist.
NOTE: If you need to close Waitlist spots available for enrollment, set the Waitlist capacity at the number of children on the Waitlist.
To edit the Capacity of a Waitlist, click the blue pencil icon.
When the Waitlist Editor opens, enter the number into the Capacity and click Save.
Class-Level Waitlist
If you restrict Waitlist entry by Capacity, the Class Capacity DOES NOT include the Waitlist Capacity. If you only want a specific number to be allowed on the Waitlist, set the capacity at that number. At enrollment, no more than that Capacity will be allowed into the Waitlist.
Creating Waitlists on the Class is easy as long as you have created at least one of the following created and published:
Location
Enrollment Period
Program
Class
If you need help with that, please see this support article.
Important Note on Class-Level Waitlists
Classes Waitlists are an unlockable feature. If you don't have this feature, let support know via the chat box below, and we'll unlock it. Right now, there is no extra charge for this feature.
Class-level Waitlists only work with the Classes Enrollment Model or the Days per Week Enrollment Model. The Simple Enrollment Model can ONLY have Program-Level Waitlists, as Classes are not selected by the Customer.
Class-level waitlists only show up on the Enroll Form when the class is FULL, but a Program-level Waitlist shows up all the time even if there are spots open.
Currently, Class-level Waitlists only allow enrollment into one Waitlist at a time by Customers. Admin Users can add enrollees to waitlists via the Classes page.
Enforce Enrollment Setting
The setting "Enforce enrollment capacities" must be turned on for a Waitlist to show up on the Enroll Form. To turn on this setting, go to the My Company page and click on the Enroll Form item in the left menu. Then select the box as seen below.
Create a Class Waitlist
To create a Waitlist on the Class level, follow these steps:
Step 1 - Classes Page
Click on the Classes menu item in the left sidebar. Select the Enrollment Period at the left. Next, choose the Program under the Enrollment Period. Next, select the Class under the Program selected.
Step 2 - Add Waitlist
Open the Class (or Day of the Week or Date within the Class) and then click the button on the right that says, "Add Waitlist."
Step 3 - Set Capacity (optional)
If you would like to set a capacity for your Waitlist, you can, but it's not required. At enrollment, no more than that Capacity will be allowed into the Waitlist. Enter a Capacity greater than "0." If no capacity is entered, the capacity will be infinite.
NOTE: If you need to close Waitlist spots available for enrollment, set the Waitlist capacity at the number of children on the Waitlist.
To edit the Capacity of a Waitlist, click the blue pencil icon.
When the Waitlist Editor opens, enter the number into the Capacity and click Save.
Once the Class Waitlist is added, it will show up at the bottom of each Class and the number of Enrollees within the Waitlist will show beside the Class capacity, i.e., "+1 waitlist."
How Class Waitlists Work on the Enroll Form
The Waitlist selection will look the same on the Enroll Form, as it always has. Except this time, if you have a Program-Level Waitlist and Class-Level Waitlists, the Program-level Waitlist will show up as "Program level" and the Class Waitlists will show up under the Class names.
Viewing the Waitlists
You should be able to see the waitlist, if there is one, on the classes page. Click on the person icon in the upper-right corner and go to "Classes." If the Waitlist is on the Class, select the Class or click on the down arrow to open the Class. The Waitlist will be at the end of the list of Enrollees.
How to Create a "Waitlist" Program
If Enrollsy's Waitlist feature doesn't work for your setup. If you need any of the following, you may need to make your own Waitlist:
Age Restrictions
Enrollees Table/Report
Pricing
Start Date
Specific Link
A Waitlist Report
Multiple Waitlist Enrollments
Here's how to create a "Waitlist" Program:
Step 1 - Choose Level
First, you will need to decide which level you want the Waitlist to be. It can be at the "Enrollment Period" level or Program level. If you choose the Enrollment Period level, you can create a new Enrollment Period and call it "Registration Waitlist" or whatever you want.
If you choose the Program level, you may have to create a new Program Option that incorporates your Waitlist option. Some examples:
Add the Waitlist option under your Program Name Program Option
Create a Program Option called Program or Class Type and add the Waitlist option
Create a Program Option called "Enrollment Option" and add a Waitlist option (as shown below)
Step 2 - Create Program/Class
Depending on which option you chose above, you will now need to create Classes under each Waitlist Program (or create Programs and Classes under the Waitlist Enrollment Period).
Step 3 - Free or Fee?
Click here to learn how to create a free program.
If you need to add a Waitlist fee or registration fee, you can do that under the Pricing section in the Program editor. If the fee is a one-time fee, just add it under "What is the total Program cost?" Be sure to publish the pay-in-full option by clicking the eye icon.
Manual Waitlist (not visible on the Enroll Form
If you need to make your Waitlist visible all the time and manually add people, you will need to change this setting: "Enforce enrollment capacities." Go to the My Company page and click on the Enroll Form item in the left menu. Then uncheck the box:
When you add a Waitlist WITHOUT that setting turned on, you will see this notice (the gray notice comes up when you hover over the red caution icon):
If the "Enforce enrollment capacities" setting is NOT turned on:
The Waitlist will NOT show up on the Enroll Form
Waitlist spots will NOT be included in Auto-Billing
External Waitlist
Enrollsy’s waitlist may not be everything you hope for. If you want to use your own Google Form or some other method for gathering people onto a waitlist, you can customize the Waitlist message and add a link to your external, custom Waitlist.
Follow these steps:
Step 1: Turn on Permission
Be sure that you have this permission turned on in your Admin user profile. It is called "Manage Enrollment Waitlist Messages."
Step 2: Enroll Form Settings
Go My Company > Company > Enroll Form. Scroll down to "Message for using an External Waitlist."
Step 3: Create Message
Create your message. This is much like the Terms & Conditions and Welcome Messages. You can have as many custom Waitlist messages as you like, but you can only use one at a time. This would allow you to have a variety of lists for display at different times.
Step 4: Add Link
Add the URL link by clicking the link icon. You can link to your Google Form or other desired Waitlist. Be sure to add the exact URL link in the URL field.
Step 5: Save & Preview
Click the floating Save button at the bottom of the page and preview your new message. You can head over to the Enroll item in the left menu and preview your message.
