What Waitlist Management Options Are Available?

IN THIS ARTICLE:
Learn more about managing class/camp Waitlist enrollments from the ENROLLMENTS or CLASSES page in the Office Portal.

For WAIT type enrollments, the "Enrollment Type" field will be disabled when editing the enrollment. If a staff member needs to change a WAIT enrollment to another enrollment type, they will need to create a new enrollment of that type, then edit the WAIT enrollment to either add a drop date or delete the enrollment. When transferring a WAIT enrollment to an ACTIVE enrollment in the same class, they will need to use the approved method to convert it.

Managing Waitlist enrollments from the ENROLLMENTS page

These options appear if you select WAITLIST as the enrollment status on the ENROLLMENTS page.

For each enrollment, the following information is displayed:

  • (*) Student - Name of the student attached to the enrollment.
  • (*) Type - Enrollment Status type (ACTIVE/TRIAL/MAKEUP/SINGLE DAY/WAITLIST)
  • (*) Dates - Enrollment Start Date
  • Schedule - Class or Camp Schedule
  • (*) Event - Class or Camp Name
  • (*) Level - Class Level (if applicable)
  • (*) Zone - Zone/Area attached to the Event
  • Instructor - Instructor(s) attached to the class/camp
  • Requested - Date/TIme the Wait List enrollment was requested.
    • If the family has been notified of an opening, the date they were notified also appears here.
  • Priority Group (if enabled) - the Waitlist Priority Group to which the enrollment is assigned.

(*) indicates that clicking on the column name will sort the information. By default, the information is sorted alphabetically by the student’s first name.

What actions can be performed from the ENROLLMENTS page?

To the left of each enrollment is an “Actions” icon. Clicking on the icon will present you with options to perform specific tasks related to the enrollment.

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  • View enrollment details - Shows relevant information and allows you to update the enrollment if needed.
    • Primary Guardian
    • Priority Group (for Waitlist enrollments only, if “Waitlist Priority Groups” are enabled)
    • Enrollment options
      • Edit Enrollment
      • Delete Enrollment
      • Student Details
      • Family Details
      • Student Attendance
      • Student Skills
      • View Family Ledger
    • Policy acceptance warnings (if applicable)
    • Roll sheet information
  • Drop Enrollment - Allows the drop workflow to be accessed. 
    • Form Fields May Include:
      • Drop date
      • Drop Reason (if required)
      • (optional) Drop Notes
      • Enable/Disable a drop email notification
    • Placing a drop date on the waitlist enrollment that is AFTER the start date maintains the waitlist record, but the student is removed from the waitlist after the drop date passes.
    • Placing a drop date on the waitlist enrollment that is BEFORE the start date will DELETE the waitlist enrollment, as the waitlist enrollment would technically never occur.
  • Notify Family of Waitlist Opening - automatically sends the family an email notifying them that there is an opening in the class for which they are Waitlisted.
    • This uses the “Class Opening Available” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO.
    • This option will not appear if the family has already been notified.
  • Approve Waitlist Enrollment launches the New Enrollment Wizard with the waitlisted class automatically selected.
    • Upon completion, the system will automatically add a drop date to the current WAIT type enrollment and create a new ACTIVE enrollment for the student in the class being viewed.
      • NOTE: If the system calculates a drop date for the Waitlist enrollment based on the new enrollment start date that would be before the start date, the ACTIVE enrollment will still be created, but the waitlist enrollment will be DELETED, as the waitlist enrollment would technically never occur.
    • If the "Send Enrollment Email" option is enabled, the system will use the "Waitlist Approved" email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO to notify the user of their new Active enrollment.
    • NOTE: If the pending Waitlist enrollment was originally a transfer request into a full class, when the enrollment is finally approved, three different Audit Log entries will be created:
      • Enrollment was updated (WAIT enrollment had a drop date added)
      • Enrollment was transferred (original ACTIVE enrollment to new ACTIVE enrollment)
      • Enrollment email was sent.
      • NOTE: If the system calculates a drop date for the Waitlist enrollment based on the new enrollment start date that would be before the start date, the ACTIVE enrollment will still be created, but the waitlist enrollment will be DELETED, as the waitlist enrollment would technically never occur.

It is intended that WAIT enrollments will only be converted to ACTIVE enrollments. Therefore, the ACTIVE enrollment type is automatically selected when launching the "Approve Waitlist Enrollment" window and cannot be changed.

If you need to create a non-recurring enrollment in the class for the student (MAKEUP/TRIAL/SINGLE DAY), you will need to create a separate enrollment rather than approving the WAIT enrollment.

If the WAIT enrollment is no longer needed, it can be dropped.

Managing Waitlist enrollments from the CLASSES Page Enrollments view

From the CLASSES page, you can expand the "Enrollments" view to see enrollment details for the selected class:

updated_class_enrollments_view.png

Selecting the "Waitlist" tab presents the following options for managing Waitlist enrollments:

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All enrollments are displayed with columns for the following details. Separate sections will be displayed for each Waitlist Priority Group:

  • Sub-Priority
  • Name - Name of the student attached to the enrollment.
    • Student details: Age/Gender
    • Relevant roll sheet icons
  • Age
  • Gender
  • Requested - Date/TIme the Wait List enrollment was requested.
  • Start - start date based on the original WAIT enrollment.
  • Drag reordering icon - can be used to drag and drop enrollments to change their priority, or to assign them to a Priority Group.
    • Be sure to click the “Save Order” button to save your changes.
      waitlist03.png

NOTES:

  • If the "On Date" is the current date, Waitlist enrollments will be hidden if the drop date is before the start date.
  • If the "On Date" is in the past, Waitlist enrollments will be displayed if the drop date is equal to or greater than the specified "On Date." 

What other actions can be performed from the CLASSES Page Enrollments view?

Bulk Actions

To the left of the headings in each section is an “Actions” icon that can be used to perform tasks related to all of the enrollments in that section. Clicking the icon will reveal this options:

waitlist04.png

  • Approve - Launches the New Enrollment Wizard with the waitlisted class automatically selected.
    • Upon completion, the system will automatically add a drop date to the current WAIT type enrollment and create a new ACTIVE enrollment for the student in the class being viewed.
    • If the "Send Enrollment Email" option is enabled, the system will use the "Waitlist Approved" email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO to notify the user of their new Active enrollment.
  • Deny - completely deletes all selected WAIT enrollments.
  • Notify Class Opening - automatically sends the selected families an email notifying them that there is an opening in the class for which they are Waitlisted.
    • This uses the “Class Opening Available” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO.
  • Mass Assign Priority - allows you to assign all selected enrollments to a specific Waitlist Priority Group.

It is intended that WAIT enrollments will only be converted to ACTIVE enrollments. Therefore, the ACTIVE enrollment type is automatically selected when launching the "Approve Waitlist Enrollment" window and cannot be changed.

If you need to create a non-recurring enrollment in the class for the student (MAKEUP/TRIAL/SINGLE DAY), you will need to create a separate enrollment rather than approving the WAIT enrollment.

If the WAIT enrollment is no longer needed, it can be dropped.

Per Enrollment

To the left of each enrollment is an “Actions” icon that can be used to perform tasks related to the enrollment. Clicking the icon will reveal this options:

mceclip1.png

  • Approve - Launches the New Enrollment Wizard with the waitlisted class automatically selected.
    • Upon completion, the system will automatically add a drop date to the current WAIT type enrollment and create a new ACTIVE enrollment for the student in the class being viewed.
    • If the "Send Enrollment Email" option is enabled, the system will use the "Waitlist Approved" email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO to notify the user of their new Active enrollment.
  • Deny - will delete the WAIT enrollment completely.
  • Notify Class Opening - automatically sends the family an email notifying them that there is an opening in the class for which they are Waitlisted.
    • This uses the “Class Opening Available” email template under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO.
  • Edit Student - launches the Student Details window.
  • Edit Family - launches the Family Details window.
  • Edit Enrollment - allows you to edit details of the original WAIT type enrollment.
  • Drop Enrollment - allows the drop workflow to be accessed. 
    • Placing a drop date on the waitlist enrollment maintains the record, but the student is removed from the waitlist after the drop date passes.
    • Form Fields May Include:
      • Drop date
      • Drop Reason (if required)
      • (optional) Drop Notes
      • Enable/Disable a drop email notification
  • Email Family - launches the Student Email Blast window.

It is intended that WAIT enrollments will only be converted to ACTIVE enrollments. Therefore, the ACTIVE enrollment type is automatically selected when launching the "Approve Waitlist Enrollment" window and cannot be changed.

If you need to create a non-recurring enrollment in the class for the student (MAKEUP/TRIAL/SINGLE DAY), you will need to create a separate enrollment rather than approving the WAIT enrollment.

If the WAIT enrollment is no longer needed, it can be dropped.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).