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Program Waitlist

When a program reaches its maximum enrollment, additional players are placed on a waitlist. SlotBase uses a first-in, first-out (FIFO) queue to manage waitlisted players fairly. When a spot opens up, the next person in line is notified and given a window to accept.

How the Waitlist Works​

The waitlist process follows these steps:

  1. A player tries to enroll in a full program.
  2. Instead of enrolling, they are offered the option to Join Waitlist.
  3. The player is added to the end of the FIFO queue.
  4. When a spot opens (due to cancellation, trial decline, or enrollment expiry), the first person on the waitlist is notified.
  5. The notified player has a limited time to accept and enroll.
  6. If they accept, they are enrolled. If they do not respond in time, the offer moves to the next person.

Joining the Waitlist​

To join the waitlist for a full program:

  1. Navigate to the program you want to join.
  2. You will see that the program is at capacity and the Enroll button shows Join Waitlist instead.
  3. Click Join Waitlist.
  4. Confirm that you want to be added to the queue.
  5. You receive a confirmation that you have been placed on the waitlist.
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Joining the waitlist does not charge you anything. You are only charged when you accept a spot and complete enrollment.

Waitlist Statuses​

Each waitlist entry has a status that indicates where you are in the process:

StatusMeaning
WaitingYou are in the queue. No spots are available yet.
NotifiedA spot opened and you have been notified. You must act within the acceptance window.
BookedYou accepted the offer and have been enrolled in the program.
ExpiredYou were notified but did not respond within the acceptance window.
CancelledYou removed yourself from the waitlist before being notified.

When a Spot Opens​

Spots can open for several reasons:

  • A current enrollee cancels their subscription.
  • A trial enrollee declines to convert to paid enrollment.
  • A paused enrollment is cancelled by the admin.
  • The admin increases the program's maximum enrollment capacity.

When a spot opens, the following happens:

  1. The system identifies the first Waiting entry in the queue.
  2. That player's status changes to Notified.
  3. The player receives a notification (email and/or in-app) informing them a spot is available.
  4. The notification includes an acceptance deadline.
tip

Enable notifications for the program so you do not miss your waitlist offer. Waitlist offers have a limited acceptance window, and spots move to the next person if you do not respond.

Accepting a Waitlist Offer​

When you receive a waitlist notification:

  1. Open the notification or go to My Programs > Waitlist on your Player Dashboard.
  2. Review the program details and pricing.
  3. Click Accept and Enroll.
  4. Complete the enrollment process (including payment setup).
  5. Your waitlist status changes to Booked and your enrollment begins.

If You Miss the Deadline​

If you do not respond within the acceptance window:

  • Your waitlist status changes to Expired.
  • The spot is offered to the next person in the queue.
  • You are no longer on the waitlist.
caution

Once your offer expires, you need to join the waitlist again if you still want to enroll. You will be placed at the end of the queue.

Cancelling Your Waitlist Entry​

If you change your mind before being notified:

  1. Go to My Programs > Waitlist on your Player Dashboard.
  2. Find the program you are waitlisted for.
  3. Click Leave Waitlist.
  4. Confirm the cancellation.
  5. Your waitlist status changes to Cancelled and you are removed from the queue.

Checking Your Position​

You can see your position in the waitlist queue from your Player Dashboard. While the system does not show exact numbers for privacy reasons, it indicates whether you are near the front or further back in the queue.

Waitlist for Families​

Parents can add their children to the waitlist:

  1. During the waitlist join process, select the child from your family members.
  2. When notified, the parent accepts on behalf of the child.
  3. The enrollment is created under the child's profile.

Admin Management​

Facility admins can view and manage the waitlist for any program:

ActionDescription
View waitlistSee all entries, their statuses, and queue positions
Remove an entryRemove a player from the waitlist manually
Adjust capacityIncrease maximum enrollment to admit waitlisted players
Override queueIn special cases, move a player to the front of the queue
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Admins can increase the program's maximum enrollment to accept more students without going through the waitlist one-by-one. All newly available spots are offered in FIFO order.