Can Families Submit an Application or Join a Waitlist?

A waitlist can be used to get interest forms or applications from families. This allows your staff to review registrations and select students to enroll. 

Joining the Waitlist
How to Access the Waitlist
Waitlist Report Overview
Inviting Someone Off the Waitlist
Waitlist Automation

Joining the Waitlist

A waitlist is created when a session has 0 available spots. Families are prompted to join the waitlist and add participant details. 

How to Access the Waitlist ↑

1. From your dashboard, hover over the Registrations & Payments tab.
2. Select Waitlist from the drop-down menu.

A list of all participants currently on the waitlist is displayed. You can use the filter and sort options to narrow down the results. For more information on filtering and sorting, see our help article: What Reports are there in ActivityHero?

Waitlist Report Overview ↑

The waitlist view includes the following standard columns:

• Participant Name - Displays the participant's name, contact details, and family information. Note: MarketingHero plans do not display participant information for waitlisted entries.
• Session - Displays the session the participant is waitlisted for.
• Dates - Lists the dates, times, and days the session is held.
• Fees - Displays the cost of the session.
• Amount Paid - Lets you invite the participant to register.
• Status - Displays the participant's current waitlist status, with options to cancel or view history.
• Updated On - Displays the date the waitlist entry was created or last updated.

Additional report columns can be added in a custom report. Contact Support for assistance. 

Inviting Someone Off the Waitlist ↑

Find the participant you want to invite and click Invite Participant to Register. Type the expiration date by which the user can register for that session. After the expiration date passes, the user cannot register and needs a new invitation. 

Click Invite to send the user an email inviting them to register for this session before the expiration date. After they complete the registration, they are automatically enrolled in the session.

The email subject is: Waitlist Update for [student first name]: Register Now for [school district name]

The user can add other services (e.g., extended care, additional fees), use any promo codes they have, and is eligible for any available discounts during checkout.

Waitlist Automation ↑

Enable Waitlist Automation to automatically invite participants when spots become available-no manual work needed. For more details, visit our help article: How Do I Use the Waitlist Automation Feature?

Related Articles ↑

• How Do I Use the Waitlist Automation Feature?