IN BRIEF
Waitlist management in iClassPro allows administrators to track, organize, and approve Waitlist enrollments for classes and camps. Staff can manage Waitlist enrollments manually through the ENROLLMENTS or CLASSES pages, or automate the process using Autopilot workflows.
Overview
Waitlist management tools in iClassPro help ensure classes and camps stay full while maintaining accurate records of students waiting to enroll. Staff can:
- Review and sort WAIT enrollments by student, class, or priority group.
- Notify families when openings become available.
- Approve or deny WAIT enrollments to update class rosters.
- Use Autopilot to automate email notifications or approval workflows.
WAIT enrollments cannot be manually changed to another type. To convert a WAIT enrollment to an ACTIVE one, staff must use the Approve Waitlist Enrollment process.
Accessing the Feature
- To manage Waitlist enrollments manually, go to the ENROLLMENTS or CLASSES page in the Office Portal.
- To automate the process, configure the Send Waitlist Offer Autopilot workflow.
Step-by-Step Instructions
Managing Waitlist Enrollments Manually
From the ENROLLMENTS Page
When WAITLIST is selected as the enrollment status, the following information appears for each enrollment:
- Student – Student’s name, age, and gender.
- Type – Enrollment status (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 or area assigned to the event.
- Instructor – Assigned instructor(s).
- Requested – Date/time the Waitlist request was made and, if applicable, when the family was notified.
- Priority Group – Waitlist Priority Group assigned to the enrollment (if enabled).
Columns marked with an asterisk (*) can be sorted by clicking the column name.
Actions Available from the ENROLLMENTS Page
Each enrollment includes an Actions icon that allows staff to perform various tasks:
Enrollment Management
- View enrollment details (includes primary guardian, priority group, and enrollment options).
- Edit or delete the enrollment.
- Access Student Details, Family Details, Attendance, Skills, or Family Ledger.
Notifications and Indicators
- View policy acceptance warnings (if applicable).
- View roll sheet indicators or student notes.
- See outstanding balance indicators (if applicable).
Drop Enrollment Options
- Set a Drop Date, Drop Reason, and optional notes.
- Enable or disable a drop email notification.
- If the drop date is after the start date, the waitlist record remains until that date passes.
- Attempting to set a drop date prior to the enrollment start date is not allowed.
Waitlist-Specific Actions
- Notify Family of Waitlist Opening – Sends an email using the “Class Opening Available” template under SETTINGS > SETUP > GENERAL SETTINGS > COMMUNICATION TEMPLATES > ICLASSPro.
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Approve Waitlist Enrollment – Converts WAIT to ACTIVE enrollment.
- For classes, the New Enrollment Wizard opens with the class preselected.
- For camps, a locked version of the Edit Camp Enrollment window opens with Approve and Approve & Charge options.
Upon approval, the System:
- Adds a drop date to the WAIT enrollment.
- Creates a new ACTIVE enrollment.
- Sends the “Class Waitlist Approved” or “Camp Waitlist Approved” email, if enabled.
If the WAIT enrollment’s calculated drop date falls before its start date, it will be deleted.
NOTE: WAIT enrollments can only convert to ACTIVE. To create MAKEUP, TRIAL, or SINGLE DAY enrollments, create a separate enrollment instead.
Managing Waitlist Enrollments from the CLASSES Page
From the CLASSES page, expand the Enrollments view and select the Waitlist tab. You will see:
- Sub-Priority
- Name – Student name, age, and gender.
- Requested – Date/time the Waitlist request was made.
- Start – Start date based on the original WAIT enrollment.
- Drag Reordering Icon – Use drag and drop to reorder or assign enrollments to a different Priority Group.
Select Save Order to confirm any changes.
Notes:
- If the “On Date” is today, WAIT enrollments with a drop date before the start date are hidden.
- If the “On Date” is in the past, WAIT enrollments display if their drop date is equal to or later than the selected date.
Actions from the CLASSES Page
Bulk Actions
From the Actions icon beside a section header, staff can perform group tasks:
- Approve – Launches the New Enrollment Wizard to convert WAIT to ACTIVE.
- Deny – Deletes selected WAIT enrollments.
- Notify Class Opening – Sends families the “Class Opening Available” email template.
- Mass Assign Priority – Assigns all selected enrollments to a specific Waitlist Priority Group.
Per-Enrollment Actions
From each enrollment’s Actions icon, staff can perform individual tasks:
- Approve – Converts WAIT to ACTIVE enrollment and sends the “Waitlist Approved” email if enabled.
- Deny – Deletes the WAIT enrollment.
- Notify Class Opening – Sends the “Class Opening Available” email.
- Edit Student / Edit Family / Edit Enrollment – Opens respective edit windows.
- Drop Enrollment – Accesses the drop workflow.
- Email Family – Opens the Student Email Blast window.
Note: WAIT enrollments are designed to convert only to ACTIVE enrollments. If the enrollment is no longer needed, it can be dropped.
Automating Waitlist management using Autopilot
Troubleshooting & FAQs
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Why is the "Enrollment Type" field disabled for WAIT enrollments?
- WAIT enrollments cannot be directly changed to another type. Create a new enrollment of the desired type, then add a drop date or delete the WAIT enrollment.
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Why don’t I see an option to "Notify Family of Waitlist Opening?"
- This option only appears for class-based WAIT enrollments that have not yet received a notification.
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Why was a WAIT enrollment deleted after approval?
- If the System determines that the calculated drop date is before the enrollment start date, the WAIT record is deleted automatically.
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Can I approve multiple WAIT enrollments at once?
- Yes. Use the Bulk Actions menu in the Enrollments View>Waitlist tab on the CLASSES page to approve, deny, or notify multiple families simultaneously.