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Program Waitlist

When a program reaches its maximum enrollment, interested players can join the program waitlist. If an enrolled player drops out, the next person on the waitlist is automatically notified and offered the spot.

How the Program Waitlist Works​

  1. A facility admin creates a program with an enrollment limit.
  2. Players enroll until all spots are filled.
  3. Additional players who want to join see a Join Waitlist option.
  4. When an enrolled player drops out, the first waitlisted player is promoted.

Joining the Program Waitlist​

As a Player​

  1. Navigate to Programs at your facility.
  2. Select the program you want to join.
  3. If enrollment is full, click Join Waitlist.
  4. You receive a confirmation that you are on the waitlist.

As a Parent (for your child)​

  1. Navigate to the program.
  2. Click Join Waitlist.
  3. Select your child's name as the participant.
  4. Your child is added to the program waitlist.
info

Joining the program waitlist does not require payment. You are only charged if and when you are promoted to an active enrollment spot.

Waitlist Position​

After joining the waitlist, you can see:

  • Your position in the queue (e.g., 2nd in line)
  • The program name and schedule
  • Your current status (WAITING)

This information is available on your dashboard and on the program detail page.

Promotion Process​

When an enrollment spot opens:

  1. The system identifies the first WAITING player on the ProgramWaitlist.
  2. The player's status changes to NOTIFIED.
  3. An email is sent with the program details and a link to confirm enrollment.
  4. The player has the configured number of hours to confirm (based on waitlistExpiryHrs).
  5. If confirmed, the player is enrolled in the program and their status becomes BOOKED.
  6. If not confirmed in time, the status becomes EXPIRED and the next player is notified.

Program Waitlist vs. Event Waitlist​

FeatureProgram WaitlistEvent Waitlist
Tracked byProgramWaitlist modelEventRegistration with WAITLISTED status
DurationOngoing (program runs for weeks/months)Single event date
PaymentCharged upon enrollment confirmationCharged upon registration confirmation
Typical capacityClass-size limits (10-30 students)Event capacity (varies widely)

Managing the Program Waitlist (Admin)​

As a facility admin, manage the program waitlist from the program detail page:

  1. Navigate to the program in your admin dashboard.
  2. Open the Enrollment or Waitlist tab.
  3. View the ordered list of waitlisted players.
ActionDescription
View queueSee all waitlisted players in FIFO order
Remove playerRemove a player from the waitlist
Promote playerManually offer a spot to a specific player
Increase capacityRaise the enrollment limit to accommodate more players
tip

If a program consistently has a waitlist, consider offering additional sessions or creating a second program to meet demand.

Cancelling Your Waitlist Entry​

To remove yourself from the program waitlist:

  1. Navigate to the program on your dashboard.
  2. Click Leave Waitlist or Cancel Waitlist.
  3. Your entry is removed from the queue.

Other waitlisted players automatically move up in position.

Seasonal Considerations​

Program waitlists are especially common during:

  • Season openings -- When new session registrations launch
  • Popular programs -- Programs with high demand and limited capacity
  • Age-restricted programs -- Programs with specific age groups that fill quickly
warning

When a program starts, waitlisted players who were not promoted do not automatically carry over to the next session. They need to join the waitlist again for future program sessions.