If you have popular classes, you know how important waiting lists can be. When a class fills up, you definitely want to know if there's still an un-tapped demand just waiting for the opportunity to get in. That's why we built waiting lists directly into the CourseStorm registration system.
When a class fills up in CourseStorm, we automatically turn on the waiting list. This lets your potential students express interest in the class and helps you gauge whether you'll need to open up a new session. Each person who puts their information on the list is given a space on the waiting list which we display for you in first-come, first-serve order.
When a waiting list is active, the general public will see an "Add to Waitlist" button instead of the "Register" button on the class description page. When students add themselves to the waiting list, they will be prompted to complete all of the questions in the registration process, including any custom questions added to the form by Admin Users. Students will not enter any payment info at this time.
Jump to:
| Table of Contents |
|---|
Viewing the Waiting List
As soon as a class hits its maximum enrollment, we not only turn on the waiting list feature to the public, but it becomes available in the administration area as well as where entries are displayed in the order they were received so you have everything you need to assess demand.
You'll see a brand new button on the Roster screen for the class letting you quickly switch to see everyone on the waiting list.
Sending an Email to the Waiting List
With the click of a button, you can send an email to everyone on the waiting list to let them know if a new session is now available or if a spot has opened up.
Exporting a Waiting List
Perhaps you have an instructor who'd like to see the waiting list or maybe you need to do some reporting. Either way, exporting a class's waiting list is simple. Just click “Export Excel” from the Waiting List screen and we'll prepare a file with all the info you need.
Turning a Waiting List Entry into a Registration
Because each program has their own system for prioritizing waitlist entries, the system is designed to allow Admin Users to select waitlisted students to fill vacancies in the roster. For example, while some programs may use a first-come-first-served waiting list management approach, others have funding sources or regulations that may require them to use other criteria, such as income eligibility or residency, to prioritize who is enrolled in the class. Students are not able to move themselves from the waiting list to the roster.
It's simple to convert a waiting list entry into a registration. Just click on the person in your waiting list and click the “Convert to registration” button at the bottom of the screen. We'll automatically prepare a registration with the information they've provided so far. All you have to do is enter the student's payment information if paying by credit card, or select the "cash/check" option if the student will bring an alternative form of payment directly to the program. All the while, you never have to open another spot to the public -- as an Administrator you can let them right in.
When a student’s waiting list entry is converted to a registration, the student will receive a confirmation email. If the Admin User entered credit card information at the time of conversion, the student’s confirmation email will include a receipt for this transaction. If the Admin User selected “cash/check” as the payment method, the student’s confirmation email will include a reminder to remit payment directly to the program.