Waiting Lists

If enabled, waiting lists are an automatic feature of the WebReg module.

Applies To:    Enterprise    Plus    Basic

Important Notes:

• When a client registers for a Waiting List course section, no fees are collected.  A user must collect payment at the time the Assignment is changed from applicant to enrolled.
• The process by which a Waiting List assignment is changed to an enrolled status is a manual process performed by a user.  A waiting list report is available to determine the names, contact information, and registration date/time of all waiting list clients.
• Once a waitlist has started, the WebReg module will always display course section availability as a waitlist status until all Assignments tagged as waitlist have been cleared.  It only takes one Assignment set to the waitlist status to trigger the WebReg waitlist process.
• If a slot opens on a waitlisted course, a user must manually select which client on the waitlist can take that open slot.  WebReg module registrations continue to display as waitlists until all existing waitlist registrations are cleared.
• Course Sections will display as Waiting List if any one of the following criteria is met:
  • The active enrollment equals or is greater than the maximum enrollment set in the Course Section.  The Waitlist Value and Waitlist Maximum can affect this determination.
  • The hand count equals or is greater than the maximum enrollment set in the Course Section.  Hand count is an optional feature available through Main Menu > Services > CountBook.  The Waitlist Value and Waitlist Maximum can affect this determination.
  • One or more Client Assignments currently have Applicant/Waiting List as the enrollment status.

To Enable Waiting Lists

• Go to Admin/Security > Settings > Web Options > Registrations.
• Waitlist Allowed:  Check this box if you desire to have the option for clients to add their registration to a waiting list.  If checked, the Assignment Status of customers who add themselves to the waitlist will be tagged as "Applicant/Waiting List" instead of "Enrolled/Active". No payment information is added when a waiting list registration is taken.  If not checked, waiting list registrations via the WebReg module are not allowed.
• Waitlist Threshold:  If you desire the waitlist to kick in before the course is full, use this feature. Enter a number to determine at what point the waitlist function kicks in. This number is subtracted from the Course maximum enrollment.  For example, if the Maximum Enrollment is set for 20 and the Waitlist Threshold is set at 3, the Waitlist function will kick in when the hand count or active count reaches 17.  This Threshold is ignored if Waitlist Allowed is not checked.
• Waitlist Maximum:  If you desire the waitlist to have a maximum enrollment, use this feature. Enter a number for the maximum number of Assignment records that can be tagged as a waitlist.  This value is ignored if Waitlist Allowed is not checked.  Additionally, if desired, there is a course section level field called Alt Waiting List Maximum.  If a value is entered here, it will take priority over the global waiting list maximum set in the Branch Profile.  If the Alt Waiting List Maximum is set to 0 (zero), waiting lists and the waitlist threshold are disabled for the course section via the WebReg module.  If the Branch Waitlist Maximum value is not set, the WebReg module uses a default value of 100 as the maximum.