FastTrac: Waitlist Processing
How to process an individual on the waitlist to an enrolled status
Summary
Join Brian Hatch as he reviews how to enroll a patron from the waitlist into an activity.
Video
Transcript
In this video, we'll walk through the topic of waitlist processing, or the process to move somebody from a waitlist status to an enrolled status on an activity roster. To do this process, we're going to go through global sales. And on the lookup Screen, I'm going to hit skip at the bottom and choose skip household lookup. This will bring me into global sales without a specific household selected. And when I go to the waitlist tab, it'll show me the waitlist for every record in the database. And from here, you can apply a search to any given activity that you're looking for. Choose my youth soccer example. And then you can select Search waitlist to have it narrowed down the list to just the waitlist for that one individual program. They are currently in the right order. So the top one is the first on the waitlist and the last one is the last on the waitlist, you can verify that by scrolling over, you'll be able to see the waitlist order value listed here on this Screen. In addition to that, you'll be able to see the contact info in this data grid. So the idea being you're looking to fill a spot on a roster, you can see the contact info and you can reach out to the customer to offer that spot. Should they choose to decline, you can cancel the waitlist right from this Screen. If they choose to accept, you can enroll from the waitlist right from the Screen. So if I hit enroll from waitlist, it's going to ask for confirmation for the activity that you're enrolling into. And in my case, I haven't opened up the spot that I'll be filling. So it's giving me a challenge question is if I want to go above and beyond my maximum enrollment count. I'm gonna go ahead and say yes. And my shopping cart, I have two items, I have my original waitlist record that I'm changing away from. And I have my new enrolled record that has a fee associated with it, also listed in the shopping cart. And I can proceed through the payment Screen to kind of finalize this, this enrollment if you already know who you're trying to enroll on the waitlist. So you've obviously you've already reached out and you're just waiting to hear back, you don't have to go through the skip household lookup option. If you know the account that is next up on the list that you're looking to enroll, you can look them up straight through global sales. So an example if I go back, and actually choose the household that I know is next up on the waitlist, I can go to the waitlist tab. Now that I'm under one particular household, it's only going to show me the waitlist entries for that one account. And from here, I could still do my step of enrolling or canceling. And that may save you a couple of clicks for the waitlist process. In addition to enrolling from the waitlist itself, you can pull waitlist records from the enrollment report. So pull up the enrollment report Screen, you can choose the program that you're looking to pull the waitlist for on the left hand side and the right hand side you'd be choosing the waitlist status so by default, it's going to have enrolled but you can switch that value over to waitlist and then you choose your corresponding output template that you're looking for. To get those waitlist records out in a PDF or a CSV. An additional option for doing the waitlist is the activity section inquiry. So in my menu, I'm gonna Type in section and go to section inquiry. And I'll narrow down to my program with a waitlist. So right off, I can see that this is a program that's already full, so it's represented with a different color. I can see the total enrollment if I scroll to the right you can also see the waitlist count. So immediately if I'm just curious how many people are on a waitlist, I can answer that question just by coming to this Screen. If you're looking for additional roster details, you can highlight the record and Click rosters at the bottom. And this will give you all records associated with this activity. So the waitlist and enrolled statuses. So if you're looking for just the waitlist status, you can actually use this filter to narrow it down to just show you those waitlist records. And in addition, if you're looking to get the true order of the waitlist, there's an additional trick you can do. To set that up. If you go to options in the top left and go to Show Settings, you can turn on transaction time as a visible value and you can actually drag it up next to enroll date. And then you close your both enroll date and the trans time listed here and you've actually sorted these values to get the actual waitlist order. So if I Click on Enroll date as my first Click and if I hold down my shift key and Click on the trans Time column header, it actually puts all these records in the correct order based on when they were entered into the waitlist. So I'm now looking at just waitlist records with their proper sort. And I would go ahead and suggest you put this as a default or put this in as a template that you can quickly jump to should you see this being a helpful tool. To do that you can go one step further by going back to show settings. You can give this a template name, so waitlist view, for example, and you can actually make this available for everyone. So you don't have to do this once for your database, you can create the new template and when you hit close, you then be able to very easily jump into any roster on the inquiry side. Go from the default view to the waitlist view, which already have those values and source programmed in and that is a walk through a waitlist processing in RecTrac