When a season or group is full, registrants are clearly informed of their waitlist status at multiple points during the registration process, so there’s never any confusion about where they stand. The experience differs slightly depending on whether the season uses a Standard Waitlist or a No Fee Waitlist.
Standard Waitlist Experience
With a standard waitlist, registrants are charged at checkout and placed on the waitlist.
1. Season Selection
When the registrant selects a season/group that is full, a message notifies them that they will be placed on the waitlist if they proceed.
2. Cart Review (Step 5.1 — Review and Pay)
When the registrant reviews their cart before checking out, their registration is clearly marked as Waitlist so they know they are not guaranteed a spot.
3. Confirmation Email
The Registration Order Confirmation email reflects Waitlist as the Registration Status, confirming that payment was collected and the registrant is on the waitlist.
No Fee Waitlist Experience
With a No Fee Waitlist, registrants are placed on the waitlist without being charged. Their payment information is collected at sign-up and only processed if an admin accepts them.
1. Season Selection
When the registrant selects a season/group that is full, a message notifies them that they will be placed on the waitlist.
2. Cart Review (Step 5.1 — Review and Pay)
At checkout, the registration fee is displayed as a line item but is excluded from the amount due:
If all registrations in the order are waitlisted, the order total is $0
If the order contains both active and waitlisted registrations, the household pays only for the active items
The registrant is asked to provide a payment method to be charged if accepted
The registrant must check a box acknowledging that their payment method will be charged if an admin moves them to Active
3. Confirmation Email
The Registration Order Confirmation email reflects Waitlist as the Registration Status and clearly states that the registrant’s payment method will be charged if they are accepted. No charge has been made at this point.
What Happens Next
If accepted (No Fee Waitlist only):
When an Admin moves the registration from Waitlist to Active, the fee is automatically charged to the payment method provided at checkout. The household receives an updated order confirmation email with the payment details.
If not accepted (No Fee Waitlist only):
No charge is made, and no refund is needed. The payment method provided at sign-up is simply not used.
For both waitlist types:
Admins can view all waitlisted registrants in Registration Management by filtering on the Waitlist status.