Children: Waitlisted Children

Managing Your Waitlist

When a new enrolment is created online, it takes a waitlist status, the child does not automatically get a place. You can then move the waitlisted entry into an enrolment from the Child > Enrolment tab.

To view your waitlist, navigate to Transition > Reports > Child Waitlist. Here you'll be able to choose the report fields and how these children are sorted. You can sort this report by the application date, child age, intended start date, or the number of weeks since the parent last confirmed they want to stay on the waitlist.

If you enable the automatic waitlist confirmation emails in your Centre Settings, then the parents will be sent an email every so often and they can either confirm they wish to stay on the waitlist, or remove themselves. You receive a notification if the parent removes themselves. 

In Center Setup > Center Settings, you can edit how often messages are sent by changing the Waitlist Confirmation Weeks field.

When the parent clicks to confirm they want to stay, Discover adds the most recent date when the reminder was sent. It will show in the Waitlist Confirmation Date field. 

If the parent selects to be removed, they will be removed immediately and the center will be notified via email. The child will be returned to an Enquiry status with a sub-status of Not Interested, so they will not appear in searches but will still be recorded in your enquiry statistics.

To update this information yourself, navigate to Child Details > Marketing Tab > Set Status to Not Interested > Save. Here you can also delete any waitlisted enrolments.

Waitlisting Unborn Children

To create a waitlist enrolment for an unborn child without any existing enrolments you'll need ti navigate to the Enrolments tab on the child:

• Click on the Create Enrolment button to create the child enrolment.
• Fill in the essential details and you can select any date (i.e. estimated date after estimated birth date) as a placeholder for Effective From. 
• Ensure the waitlist enrolment starts after the estimated birthdate and to have a fee created for child aged 0 months. 
• Select status as Wait Listed and Save. These details can be edited later, once the child is born.

Waitlist Reporting

Your centre might put children on the waitlist but still may not be able to confirm their spots. In order to see your waitlist spots and booked spots, you'll need to combine two reports.

First, run the Child Waitlist Report found in Reports > Children Reports > Child Waitlist. This will show you a list of those on your waitlist as well as when and what days/times.

In a seperate tab, open the Transition menu. You can then scroll forward to the date/s you want to look at and see listed there the waitlisted children and the rooms with their capacity/occupancy on them by switching between the two tabs.

Alternatively you can run the Child Places Report found in Reports > Children Reports > Child Places. This gives you a pictorial view of bookings against your max capacity. You can then drag your mouse across the graph to drill in deeper to see the numbers. 

The red line shows the maximum number of Under 2 and the red bars show how close to maximum you are for them. The blue line shows the maximum places with the bars showing how close to maximum capacity you are.