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.

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.
    • Student details: Age/Gender
    • Relevant roll sheet icons
  • (*) 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)
  • (*) Room - Room/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.

enrollments_page02.png

  • 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
      • Roll sheet icons
      • Student Note indicator (if applicable) - Clicking on the indicator will launch the Student Notes window.
      • Outstanding Balance (if applicable)
  • Transfer Enrollment
  • 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>EMAIL 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.
    • If the "Send Enrollment Email" option is enabled, the system will use the "Waitlist Approved" email template under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>ICLASSPRO to notify the user of their new Active enrollment.

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:

waitlist02.png

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

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>EMAIL 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>EMAIL TEMPLATES>ICLASSPRO.
  • Mass Assign Priority - allows you to assign all selected enrollments to a specific Waitlist Priority Group.

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:

waitlist05.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>EMAIL TEMPLATES>ICLASSPRO to notify the user of their new Active enrollment.
  • Deny - will delete the WAIT enrollment completely.
  • Edit Enrollment - allows you to edit details of the original WAIT type enrollment.
  • 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>EMAIL TEMPLATES>ICLASSPRO.
  • Edit Student - launches the Student Details window.
  • Edit Family - launches the Family Details window.
  • Email Family - launches the Student Email Blast window.

Need more assistance?

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