How to Enable Waitlist for Groups

How to Enable Waitlist for Groups

Idea
Overview

We're excited to introduce a new feature called Waitlists and Contacts to our Student Management System. This feature is designed to streamline the process of managing individuals who wish to join specific student groups that are not currently open for enrolment.

InfoNOTE: This exclusive feature is only available for Performance and Compliance Plus Package subscribers. Unlock the full potential of your SMS with the Performance and Compliance Plus Package. To upgrade your plan and access this feature, please contact our Support team.

Key Features:

  1. Distinct from Company Contacts: It's important to note that Contacts are separate from Company Contacts. Waitlisted Contacts are specifically for individuals who may become future students or are interested in joining groups.
  2. Recording Interest: Contacts allow you to record individuals who have expressed interest in enrolling to Programs that are not currently open for enrolment.
  3. Waitlist Management: For groups that are not open for enrolment but allow a "Waitlist," Contacts provide a way to manage those who are waiting to join.

Info
Before you begin:
  1. In the Group's Program Instance Settings, turn ON the Accepting Enrolments toggle.


  2. To maximise the use of this feature, we recommend that you are familiar with the following topics:
    1. Groups (Adding Student Groups/Intakes in the SMS) 
    2. Email Templates (Setting Up Email Templates in the SMS)
    3. Custom Fields (Adding Custom SMS Fields)


How to Enable Waitlist for Groups

Notes
STEP TUTORIAL
There are two ways on how to enable waitlist:
  1. To enable the Waitlist toggle for a Group, follow the steps below in Schedule page > Student Group/Intake (and Programs > Program Instances):
    1. Steps for Group to be eligible for waitlist:
      1. Turn ON the Group "Active" toggle.
      2. Turn ON the "Available on Enrolment Form" toggle.
      3. If the related Program Instance type is 'Intake', the Group Start Date must be a future date.
      4. Set Auto remove to either "Date only", "Max students only" or "Max Students or date".
      5. Optionally, you may turn ON the "Show Places Remaining on External Calendar" so that your potential students will see if there are still places for enrolment.
      6. Once everything is setup, you may now enable Waitlist.

        Refer to the image below for steps 1-7. Note that Step #6 is found in the Enrolment Form tab of the Group's Program Instance



  2. Alternatively, if the Enrolment Form is disabled for your group, you may still enable waitlist.
    1. Follow the steps below:
      1. Turn ON the Group "Active" toggle.
      2. Turn OFF the "Available on Enrolment Form" toggle.
      3. If the related Program Instance type is 'Intake', the Group Start Date must be a future date.

        Refer to the image below for steps 1-3.

  1. When a group cannot be waitlisted, the Waitlist toggle label will be disabled and display “This group is not available for Waitlisting”
Info
IMPORTANT

Key changes to Groups/Intakes when Waitlist is enabled

  1. A new dropdown labelled Waitlist Email Template will display beside Waitlist toggle. This is the email that will be sent to all Contacts on the Waitlist for this group when the Group becomes available for enrolment.
    1. Email Templates with Type = Waitlist will display as options under the Waitlist Email Template.
      1. If there is no set Email Template but there is a Default Waitlist Template set, an Information box will show explaining this.




    2. Waitlist Form dropdown will also display. Options for this drop down come from the Form Creator page (More details on this later on).
      1. Links will also show beside the Waitlist Form dropdown when there is a selected Waitlist Form. Otherwise, the link buttons will not display. These links are used, similar to External Enrolment, with one being an iframe link and one being a direct link.
    3. Users can also add/delete Contacts in the Group Waitlist section.

      1. Add Contact button can be used to add existing contacts from the Contact page to the Group Waitlist.
      2. Similarly, Add Student button can be used to add existing students to the Group Waitlist and will also add that student to the Contacts page.



Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au

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