🔔 Feature Update as of Jan 2025: Added the option to remove customers in mass from the Waitlist roster.
📝 Overview
Waitlists allow you to continue accepting interest for a class, camp, league, or program after it has reached maximum capacity.
When enabled, customers can join a waitlist once the roster is full. Staff can then manually move customers from the waitlist into the active roster if a spot becomes available.
Waitlists help you:
Capture additional demand for full programs
Maintain registration order based on timestamp
Easily manage roster openings
Avoid manually tracking overflow registrations
Waitlists do not automatically enroll customers. A staff member must move them into the roster when space opens.
🛠️ Setup
Click the arrow to learn how to enable waitlists for a roster
Click the arrow to learn how to enable waitlists for a roster
Waitlists are enabled at the roster level for Classes, Camps (including per-session), and Teams.
Step 1️⃣: Set the Maximum Roster Size
Before a waitlist can function, a maximum capacity must be defined.
Open the specific Class, Camp, or Team roster.
Select the Settings tab.
Scroll down to the Registration Settings section.
Enter a value in the Max Roster Size field.
Click Save.
✍️ Note: If no maximum is set, the roster will never fill and the waitlist will not activate.
Step 2️⃣: Enable Waitlist Registrations
In the same Registration Settings section, locate the Waitlist checkbox.
Check the box to enable it.
Click Save
💡 How Capacity Works with Different Roster Types
The waitlist checkbox appears on all roster types, but how capacity is enforced depends on how the roster is structured.
Click the arrow to understand how capacity is enforced
Click the arrow to understand how capacity is enforced
Standard Rosters (Non–Per-Session)
Registration stops when the Max Roster Size is reached.
Customers can join the waitlist.
Staff manually move customers into the roster when space becomes available.
Per-Session Camps
The waitlist is tied to the overall Max Roster Size.
Individual session limits are controlled by Event Capacity.
To prevent overbooking specific dates, adjust capacity at the Event level.
✍️ Note: The waitlist controls total roster enrollment. Event capacity controls enrollment for individual sessions. Both settings may need to be reviewed when managing per-session programs.
🧑💻 Staff View
Manage and maintain waitlists directly from the roster page.
📋 Viewing the Waitlist
Click the arrow to see how the waitlist appears to staff
Click the arrow to see how the waitlist appears to staff
When a roster reaches capacity and waitlists are enabled:
Adding a customer manually will prompt you to place them on the waitlist.
Waitlisted customers appear in a dedicated Waitlist section on the roster page.
Customers are listed in chronological order based on the date and time they joined.
➕ Moving a Customer from the Waitlist
Click the arrow to learn how to move a customer into the active roster
Click the arrow to learn how to move a customer into the active roster
Locate the customer in the Waitlist section.
Click the + icon next to their name.
Complete the registration process.
Collect payment if applicable.
✍️ Note: The customer is now officially added to the active roster.
➖ Removing a Customer from the Waitlist
Click the arrow to learn how to remove a customer from the waitlist
Click the arrow to learn how to remove a customer from the waitlist
To remove one customer:
Click the remove option next to their name.
Confirm the removal.
To remove multiple customers:
Check the boxes next to each name.
Click Remove Selected.
Confirm the removal.
🧑💻 Customer Portal View
Click the arrow to see how customers join a waitlist in the Customer Portal
Click the arrow to see how customers join a waitlist in the Customer Portal
When a program reaches maximum capacity:
The registration option will indicate the program is full.
If waitlists are enabled, customers will see an option to Join Waitlist.
Customers complete the registration process to secure their place in line.
The system records their submission based on timestamp order.
✍️ Note: Customers are not officially enrolled until staff moves them into the active roster.