IN BRIEF
A Wait List enrollment allows a student to be associated with a class or camp without taking an active spot. Wait List enrollments are commonly used when a class is full, but they may also appear in classes with available openings under specific System or workflow conditions. 

• Overview
• Accessing the Feature
  • Office Portal Access
  • Customer Portal Access
• Step-by-Step Instructions
  • Creating a Wait List Enrollment in the Office Portal
  • Creating a Wait List Enrollment in the Customer Portal
• Troubleshooting & FAQs
• Related Articles

Overview

iClassPro supports several enrollment types, including ACTIVE, TRIAL, MAKEUP, SINGLE DAY, and WAIT. In most cases, a student may only have one enrollment type per class at a time.

WAIT enrollments are the primary exception. A student may have a Wait List enrollment in the same class where they also hold a TRIAL, MAKEUP, or SINGLE DAY enrollment. However, a student cannot be both ACTIVE and TRIAL in the same class simultaneously.

Key characteristics of Wait List enrollments include:

• Do not count against the maximum class or camp occupancy.
• Do not reserve an active attendance spot.
• Indicate interest in joining once an opening becomes available.
• Require staff approval when submitted through the Customer Portal.

Unlike other enrollment types, students with Wait List enrollments are not expected to attend the class until their enrollment type is changed.

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Accessing the Feature

Wait List enrollments can be created and managed through both the Office Portal and the Customer Portal, depending on staff permissions and account settings.

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Office Portal Access

Staff members with permission to create or edit enrollments can create a Wait List enrollment directly when adding a class or camp enrollment.

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Customer Portal Access

Customers may request a Wait List enrollment through the Customer Portal if the appropriate settings are enabled. These settings are located under:

• SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CLASS REGISTRATION
• SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION

Relevant options include:

• Allow Visitors to Request a Class That Is Full
• Allow Visitors to Request a Camp That Is Full
• Allow Visitors to Request a Wait List Enrollment (When Not Full)

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Step-by-Step Instructions

Creating a Wait List Enrollment in the Office Portal

1. Navigate to the student’s record.
2. Add a new class or camp enrollment.
3. When prompted to select the enrollment type, choose WAIT.
4. Complete and save the enrollment.

Staff-created Wait List enrollments do not require approval and are added immediately.

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Creating a Wait List Enrollment in the Customer Portal

1. Ensure the appropriate Wait List options are enabled in SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS.
2. When a class or camp has zero openings, it appears in the Customer Portal with a Wait List option.
3. The customer selects Wait List and completes the enrollment form.
4. The request is added to the cart.
5. The customer completes checkout to submit the request.

After submission:

• The enrollment displays as a request in the Enrollments section of the Customer Portal.
• Staff receive the request through Online Activity.
• Staff select the magnifying glass icon to review the request.
• The enrollment is either Approved or Denied from the Enrollment window.

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Troubleshooting & FAQs

• Why does a class show Wait List enrollments even though there are openings available?
  • Wait List enrollments may appear in classes with openings under specific conditions, including System settings, cart activity, or manual staff actions.
  • Common scenarios include:
    • Allow Visitors to Request a Wait List Enrollment (When Not Full) is enabled, allowing customers to submit WAIT requests even when spots are available.
    • The Cart Reservation system temporarily holds ACTIVE spots for enrollments in shopping carts. If the cart exceeds the maximum occupancy, additional enrollments are submitted as WAIT.
    • A previously ACTIVE enrollment was dropped, but existing WAIT enrollments remain, as the System does not automatically convert WAIT enrollments to ACTIVE.
    • A staff member manually created a WAIT enrollment in the Office Portal.
    • Multiple siblings attempted to enroll for the same opening at nearly the same time, resulting in one ACTIVE enrollment and one WAIT enrollment.
• Why can WAIT enrollments prevent others from taking an available spot?
  • The Customer Portal counts both ACTIVE and WAIT enrollments toward total occupancy when determining availability, preventing another user from claiming the ACTIVE spot until the total falls below the maximum occupancy.
• Can staff change a WAIT enrollment to another enrollment type?
  • 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.
  • NOTE: When converting a WAIT enrollment to ACTIVE within the same class, staff must follow the approved conversion process.

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Related Articles

• What Waitlist Management Options Are Available?
• How Can I Automate the Waitlist?
• How Do I Create a New Class Enrollment in the Office Portal?
• What is an Enrollment Type?

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