How to Add an Enrollee to a Waitlist
There are two ways to add someone to a Waitlist as an Admin user.
The Enroll Form
The Classes page
We'll discuss each of these in detail below.
Enroll Form
Click on Enroll on the left navigation menu, and enter the relevant information on your Enroll Form (Primary Account Info and Enrollee Info).
Once you get to the Program Section, click the "Waitlist Selection" button or Click Here under the selected Program.
NOTE: This "Waitlist Selection" button ONLY shows up for Admin users not Customers.
Choose the appropriate Enrollment Period and Program Name (and any other Program Options), then choose either "Program Level," which is the Waitlist on the Program, or a Class with a Waitlist on it. Click here to learn more about Class-level Waitlists.
Check to ensure the Enrollee is on the correct Waitlist, and then click "Next Step" again and "Complete Enrollment" to finish.
Classes Page
On the Classes page, decide if you need to add an Enrollee to a Program-level Waitlist or Class-level Waitlist, and follow the steps below.
Program-Level Waitlist
❗For Classes Enrollment Model Programs
For Programs set up on the Classes Enrollment Model, Program-level Waitlists will have the red warning icon beside it. Hover over this icon to view the message, "This is a Program-level Waitlist. The Enrollment Model for this Program is better suited for a Class-level Waitlist. You might consider deleting this waitlist and creating the relevant waitlists on the Classes instead."
This means the Program is set up on a Classes or Days per Week model, which allows for Waitlists on the Class level. You can keep the Program-level Waitlist or delete it and add Class-Level Waitlists instead.
To add someone to the Program-level Waitlist, open it by clicking the down arrow on the far right and clicking the "+ Add" button.
Class-Level Waitlist
NOTE: 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.
Open the Class using the down arrow on the far right. If there is a Waitlist on the Class, it will be at the end of the Class list. Open the Waitlist and click the "+ Add" button to add someone to the Waitlist.
The number of Enrollees within the Waitlist will show beside the Class capacity, i.e., "+1 waitlist."
Manual Waitlist
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 (even on the Admin side)
Waitlist spots will NOT be included in Auto-Billing
Waitlist Program
If you have a Program that is acting as your Waitlist, you can enroll someone in it as you would any other Program. See this article for steps on how to enroll someone as an Admin.
How to Remove an Enrollee from a Waitlist
Once an Admin user enrolls someone from a Waitlist, they will have to remove them from the Waitlist. Enrolling the Enrollee into a Class DOES NOT automatically remove them from the Waitlist. Click here to learn how to enroll someone who is on a Waitlist.
NOTE: There is no "re-enroll" button on the waitlist. Admin users have to manually add/remove Enrollees from waitlists.
To remove the Enrollee, follow these steps:
Open the Waitlist by clicking the down arrow to the far right.
Click on the checkbox beside the Enrollee's name.
Select the "- Remove" button, then "Remove from this Waitlist."
How to Enroll Someone into a Class From a Waitlist
NOTE: When someone is on a waitlist and then either enrolls themselves or is manually enrolled by an admin user, they are not automatically taken off the waitlist. An admin user has to manually remove someone from a waitlist. Also, admin users can only see the "enrolled on" date. Right now there is no admin user timeline; though we would like to add this in the future.
If you have Enrollees on a Waitlist and a spot opens up in a Class, follow these steps to move the Enrollees over to the Class list they have been waiting for.
Step 1 - Expand Waitlist
Go to the Classes page and click on the Program or Class where the Waitlist is. Expand the Enrollee's row in the Waitlist and click "Enroll."
Step 2 - Enroll Enrollee
The Enroll Form will open. This happens so that you can send an enrollment confirmation email and automatically collect any payment needed for the enrollment using the payment method on file. Fill in any required information on the Enroll Form and submit.
Step 3 - Remove Enrollee from the Waitlist
Enrolling the Enrollee into a Class DOES NOT automatically remove them from the Waitlist. To remove the Enrollee, click on the checkbox beside their name and then "Remove."
How to Email Waitlist Enrollees
Need to email those who are on your Waitlists? Follow these steps:
Go to the Classes page and open up the Program or Class that has the Waitlist. Open the Waitlist by clicking the down arrow to the far right, or just selecting the name.
Select the Enrollees you wish to contact (or select all at the top).
Click the email icon to copy the selected emails (the email addresses will be copied to your computer's clipboard). Paste the copied email addresses into your email provider.
How to Export a Waitlist
Follow these steps to export a Waitlist:
Go to the Classes page and find the Waitlist. Open the Waitlist by clicking on the down arrow located on the far right.
Select the Enrollees in the Waitlist.
Click the export icon on the right-hand side. Save to your computer as a CSV file (spreadsheet).
