Course Waitlists

For businesses with limited space, a waitlist ensures that interested clients always have a chance at getting into a course, in addition to making sure high-demand courses stay full even if someone cancels. Unlike standard single-visit classes, Courses require an upfront payment for the entire series, which impacts how the waitlist functions.

Who Can Use This Feature?

• Pike13 Plans: ✅Premium, ✅Advanced, ✅Essential
• User Roles: ✅Primary Owner, ✅Owner, ✅Manager, ❌Staff, ❌Limited Staff

Enabling Course Waitlists

You must enable the waitlist specifically for each course service.

1. Go to Settings > Services.

2. Select the Course you wish to modify.

3. Click the Details tab.

4. Scroll to the Waitlist section and click Edit.

5. Toggle On: Switch the "Enable Waitlist" button to Green.

6. Capacity:

   1. Unlimited: Any number of people can join the line.

   2. Limited: Enter a maximum number (e.g., "Max 5 people on waitlist").

7. Enrollment Type:

   1. Automatic: As soon as a spot opens, the system moves the top person into the course.

   2. Manual: A staff member must approve the move. 

      

8. Time Window (Automatic Only): If you chose Automatic, set how many hours before the event the auto-fill stops (e.g., "Stop auto-enrolling 2 hours before start").

9. Click Save.

Adding Clients To A Waitlist

If a course is fully booked, you can add a client to the standby list.

1. Go to the Schedule and select the Course.

2. Click Add Clients.

3. Since the course is full, select Join Waitlist.

4. Click Next.

5. Search for and select the client(s).

6. Click Finish.

7. Notify: Choose whether to send an email notification to the client confirming they are on the list.

8. Click Finish.

Moving Clients From Waitlist To Enrolled

If a spot opens up, you can fill it manually or let the system do it.

Automatic Enrollment:

If enabled, the client at the top of the list is automatically moved to "Enrolled" and charged if a spot opens before the cutoff time.

Manual Enrollment:

1. Go to the Schedule and select the Course.

2. Locate the Waitlist section on the roster.

3. Click the Up Arrow icon next to the client's name.

4. Payment: The client must pay the course fee to finalize enrollment. Once the purchase is complete, they will move to the "Enrolled" list.

Prioritizing the List:

On the course Schedule, you can change who is next in line by clicking the Up/Down Arrows to the left of the client names to reorder the list.

Removing Clients From The Waitlist

1. Go to the Schedule and select the Course.

2. Click the Gear Icon next to the waitlisted client's name.

3. Select Remove from Waitlist.

4. Confirm if you want to notify the client and click Finish.