How to set up, monitor, and maintain wait lists

Wait Lists

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To create wait lists, you must first discuss the benefits and costs of this feature with your Account Manager. He or she will enable this feature for you. Once that has been done, your waitlist(s) can be set up. If you've opted for Automatic Wait lists, you only need to set the price and waitlist size once. However, if you've opted for Manual Wait lists, you will need to create a waitlist 'event' for each program that needs a waitlist. You will, in effect, have 2 events - the regular event and the waitlist event. .

Manual Wait Lists

1.	Go to Settings > Program Setup > Programs.

2.	Select the event for which you want to create a waitlist.

Click the gold 'Copy' button below. Name the waitlist with this format: WAITLIST: Event Name. So if your program is named 'Summer Camp for Girls', your waitlist will be named 'WAITLIST: Summer Camp for Girls'. Uncheck the 'Keep same Financial Options Assignments' box, but keep the same Category Options Assignments and Season.

4.	Click the gold 'Copy' button.

5.	Now you'll need to create a financial option for this waitlist. Most often, the cost a participant pays for joining a waitlist is $0, but depending on your organization's needs, this amount may be different.

Click on the Financial Options tab and click 'Add'. Name the financial option 'Waitlist’, set the Option Type to 'Fee', set the Selection Type to 'Radio Button', set the Amount, set the Amount Type to 'Dollar' and click the gold 'Save' button. You can now use this financial option for any additional waitlists that you create.

Click back on the Programs tab, and select the waitlist you just set up. You need to add the waitlist financial option to this waitlist event. Do this by selecting the “Financial Option Assignment” tab and from the 'Available Financial Options' box on the left move the new waitlist financial option to 'Assigned Financial Options' box on the right. Do this by highlighting (or clicking on) the waitlist financial option and clicking the right arrow or dragging it and dropping it to the box on the right.

8.	Now, click on the “Registration“ tab and select ‘This event is a waitlist’ from the drop down box next to waitlist settings. Click the gold 'Save' button at the top of the page.

Finally, go back to your list of programs/events above and select the real event for which you are creating this waitlist. Click on the “Registration” tab, select ‘This event has a waitlist’ to the right of waitlist settings and then below select your new waitlist event from the Waitlist drop-down list and click the gold 'Save' button. Your waitlist will now show up online as soon as your event is full.

Monitoring a Wait List

□	Wait list transfers are done manually so that you can control who gets into an event. For example: Camper A might enroll in Camp X and get on the wait list of Camp Y. You might want to let Camper B (who isn't enrolled in any camps) into Camp Y first, before Camper A.

1.	To monitor who is on a wait list, you can run one of the wait list reports in the Report Center.

2.	Click on Tools > Report Center. You will see a list of reports. Expand the Pre-Created Reports folder, scroll down, and click on the Wait List folder.

In the right-hand column you will see two reports: Waitlist Summary Report and Wait listed Participants. The Waitlist Summary Report contains information about the capacity of each camp, the number of spots open, whether or not a wait list transfer is needed, and other useful information. The Waitlist Participants report contains basic info about who is on a wait list.

4.	Choose the report you want and click the gold 'Run' button.

NOTE: As always, you can export this report into Excel. To see instructions for downloading a report into Excel, click here.

Transferring a Participant from a Wait List into an Event

□	To transfer someone from a wait list into an event, you'll do it the same way you'd do any other transfer.

1. On the main page of the management system, 'Search For' the participant's name in the Search box on the left. This will take you to the Data Center.

2. Click on the "+" next to the participant’s name, which will expand a list of events for which the participant is registered.

3. Click on the blue arrow next to the wait listed event, and follow the prompts to transfer the participant into the appropriate event.

Automated Wait Lists

□	Automatic wait lists can be set up for all of your events. If this option is activated, identical wait lists will be created for each event in a season with a default price and capacity. If this is something you are interested, in please contact your Account Manager.