How to Set Up and Manage Waiting Lists
About Waiting Lists
TeachKloud’s Waiting Lists feature allows parents to submit waitlist forms for management to review or for management to create and complete new waitlist forms.
Applications can be approved, declined or left pending. When approving or declining an application, you can choose to notify the parent by email, including a personalised message. The notification is sent to the email address provided on the registration form.
Step 1: Set Up Your Waiting List
Update opening and closing times: Go to Account > School Profile to update your opening and closing times. These will be visible to parents completing the waiting list form.
Set waiting list age ranges for automatic assignment within the waiting list (recommended): Go to Rooms, select the three grey dots beside the relevant room and choose Edit. Scroll down and under Waiting List Age Range (optional), enter the minimum and maximum ages.
TeachKloud will automatically assign children to the appropriate room
within the waiting list based on their age and move them to the next eligible room waiting list as they get older.Note:
This applies only to children on the waiting list, not children already enrolled in rooms. P.S. You can always manually change a child’s assigned room within the waiting list using the pencil icon beside their name.Edit your waiting list form: Go to Occupancy > Waiting Lists > Edit Wait List Form (top-right corner).
Add custom questions or notes: These will be visible to parents when completing the waiting list form. Parents can answer any custom questions you add.
Review the standard fields: The Child Details and Parent/Guardian sections cannot be edited. These are completed by parents or management when submitting a registration form.
Select Save Changes (top-right corner) to save your updates.
Step 2: Share Your Waiting List Form
Go to Occupancy > Waiting Lists > Share Waiting List Form (top-right corner).
Select Copy to copy the registration link.
Share the link directly with parents, embed it on your website, social media channels and any other relevant areas.
Parents can then complete and submit the form for management to review.
FAQs
How do I add a child to the waiting list from the Web Interface?
You can complete a waiting list registration form on behalf of a parent without sharing the registration link.
Go to Occupancy > Waiting Lists.
Select the green Add Child button (top-right corner).
Complete the relevant details and questions.
Scroll down and select Add Child to save the form.
Can I manually change a child’s assigned room within the waiting list?
Yes. Select the pencil icon beside the child’s name in the waiting list to update their assigned room.
Are waiting list age ranges required?
No. Age ranges are optional but recommended. When configured, TeachKloud automatically assigns children to the appropriate room waiting list based on their age and moves them to the next eligible room waiting list as they get older.
If no age range is set, room waiting list assignments can be managed manually.
