Waitlisting

A waitlist is a list of students waiting for open seats in a full course. You can add students to a waitlist when the course is full then move them from the waitlist to enrolled status if a seat becomes available.

When a student is waitlisted:

  • The Waitlisted box is checked on their registration record.
  • While the appropriate Main fee is selected and any Mandatory fees added, they are not actually assessed and the Total Due is 0.00.

 

IMPORTANT NOTES

  • Waitlisted registrations are not actual enrollments and are not added to the Enrollment count. There is a separate count on the Course record called Waiting.
  • Waitlisted students will not appear on Rosters unless you select the option to show them.
  • *Waitlisted registrations cannot be grouped with valid registrations, unless you have the Allow Waitlisted to be Grouped preference enabled (on Register Preferences).
  • Waitlisted registrations are not included on printed receipts.
  • Waitlisted registrations are not included in *emailed receipts, unless you have the Allow Waitlisted to be Grouped preference enabled (on Register Preferences).
  • ACEweb Users: waitlisted students are not assessed fees so they cannot pay for a waitlisted registration online.

*With version 8.0.028 and later.

  • To see who is on a waitlist, open the course record then click the Waitlist button.
  • To run a report of waitlisted students:
    1. Open the Course Record.
    2. Click the Quick Reports button to open the Quick Reports screen.
    3. Select Name Roster, Additional Reports and Show Only Waitlist (Roster).
    4. Select the Waitlisted Students report from the Additional Reports list. (if you don't have a copy of this report, contact your ACEware technician)

Both options list the students in the order in which they were added to the waitlist.

Waitlist Reports for Multiple Courses

Waitlists for multiple courses can be accessed from Reports > Courses > Waitlists. The report lists the waitlist for each course with students listed in the order in which they were added to the waitlist.

You can email everyone on a waitlist from course Quick Reports.

To move the student from the Waitlistr:

  1. Open the registration record.
  2. Uncheck the Waitlisted box to move the student from the waitlist to the roster. When you uncheck the box then save the record:

The system asks if you want to reset the Add Date to the current date:

Once you save your changes, the system resets the Total Due. You can then make a payment.

You can purge waitlists from the Mass Change/Update/Delete/Archive screen. This option will mark the waitlisted registrations (AND any payments for the registration) for deletion.  

Please note: the only way to un-mark them after purging waitlists is to open the individual registration (and payment, if any) and click the Undelete button.  

You can transfer everyone on a course Waitlist to another active course with the Mass Registration Transfer tool.

 

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