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What is the Waitlist?

The waitlist collects all families interested in registering for full sessions in one convenient place.

Joining the Waitlist

When a session has no remaining 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 dropdown.

Here, you’ll see a list of all participants currently on the waitlist. You can use filters and sorting 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 columns:

  • Participant Name – Displays the participant's name, contact details, and family information. Note: MarketingHero plans will not see participant information for waitlisted entries.
  • Session – Shows which 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 – Shows 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.

Inviting Someone Off the Waitlist

Find the participant that you would like to invite and click Invite Participant to Register. Enter an expiration date by when the user can register for that session. Once the expiration date has passed, the user will not be able to register and will require a new invite in order to register again. 

Clicking on the Invite button will send an email to the user inviting them to register for this session before the expiration date. Once they complete the registration they will automatically be enrolled into the session.

The user will be able to add other services (extended care, additional fees, etc.), use any promo codes that they may have, and be 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?