Managing high-demand Programs requires a seamless backup system when capacities max out. Enrollsy’s Waitlist features give you full administrative control to capture interested accounts without cluttering your active rosters or impacting your automated billing structures.

Whether you are manually building a pipeline for future Enrollment Periods, scaling into structured Class-level lists, or migrating waiting Enrollees into active spots, this guide covers the step-by-step workflows needed to keep your Waitlists organized and your communication streamlined.

Prefer a video? Watch the video to learn how to enroll someone into a Class from a Waitlist.

Add an Enrollee to a Waitlist

As an Admin, there are two primary ways to manually add an Enrollee to a Waitlist: through the Enroll Form or directly from the Classes Page.

Method 1: Via the Enroll Form

Click Enroll on the left navigation menu.
Enter the relevant Primary Account Info and Enrollee Info.
Scroll to the Program Section and click the Waitlist Selection button (or click the Click Here link under the selected Program).
Select the appropriate Enrollment Period, Program Name, and any additional Program Options.
Choose between a Program Level Waitlist or a specific Class-Level Waitlist.
Confirm the enrollee is on the correct list, click Next Step, and select Complete Enrollment to finish.

NOTE: The "Waitlist Selection" button is an exclusive administrative feature and is not visible to customers.

waitlist selection button in Enrollsy admin portal

Method 2: Via the Classes Page

Navigate to the Classes page and choose the appropriate Waitlist tier below:

Option A: Program-Level Waitlist

Click the down arrow on the far right of the desired Program.
Click the + Add button.

⚠️ Important for Classes Enrollment Models: Programs utilizing a Classes or Days per Week model will display a red warning icon next to the Program-level Waitlist. Hovering over it displays: "This is a Program-level Waitlist. The Enrollment Model for this Program is better suited for a Class-level Waitlist..." You can proceed with the Program-level list or delete it to use Class-level Waitlists instead.

add someone to a program wailitst in Enrollsy

Option B: Class-Level Waitlist

Locate your Class and expand it using the down arrow on the far right.
If a Waitlist exists for the Class, it will appear at the bottom of the Class list. Open it and click + Add.
The total number of waitlisted individuals will display next to the Class capacity (e.g., +1 waitlist).

🔓 Feature Note: Class-Level Waitlists are an unlockable feature. If you do not see this option, contact Enrollsy Support via the chat box to unlock it at no extra charge.

Alternative: Create a Manual Waitlist

If you want a Waitlist to remain permanently visible for manual admin entries without enforcing strict caps, you must disable enrollment capacities:

Navigate to the My Company page.
Click Enroll Form in the left menu.
Uncheck the box for Enforce enrollment capacities.

$add capacity in waitlist in Enrollsy\$

🛑 When "Enforce enrollment capacities" is turned OFF:

The Waitlist will not appear on the Enroll Form (even for Admins).
Waitlist spots will not be calculated into Auto-Billing.
A gray hover warning will appear next to the red caution icon on your backend.

Alternative: Use a Dedicated Waitlist Program

If your organization utilizes a standalone Program to act as a general Waitlist, enroll the individual into that specific Program as you would with standard enrollments.

Enroll an Enrollee into a Class from a Waitlist

When a spot opens up in a Class, you can graduate an Enrollee from the Waitlist into an active Class spot.

Step 1: Open the Enroll Form from Classes

Go to the Classes page and locate the Program or Class containing the Waitlist. Expand the Enrollee's row within the Waitlist and click Enroll.

Step 2: Complete the Enrollment

The Enroll Form will launch automatically. Fill out any remaining required information and submit the form.

💳 Why does the form open? This allows the system to send an official enrollment confirmation email and automatically process any required payments using the payment method stored on file.

Step 3: Manually Remove the Enrollee from the Waitlist

❗ Critical: Enrolling an individual into a Class does not automatically remove them from the Waitlist. You must complete the removal manually to keep your numbers accurate.

Steps:

On the Classes page, open the Waitlist row.
Check the box next to the Enrollee’s name.
Click the - Remove button and select Remove from this Waitlist.

How to remove Enrollee from a Waitlist in Enrollsy

Bulk Email Waitlist Enrollees

To send an email to individuals waiting for a spot:

Navigate to the Classes page and expand your Waitlist.
Select the checkboxes next to the names of the Enrollees you want to contact (or use the master checkbox at the top to select all).
Click the Email Icon on the right-hand side. This action copies all selected email addresses directly to your computer's clipboard.
Paste (Ctrl+V or Cmd+V) the addresses into the BCC/To field of your preferred email provider.