What is the Camps Waiting List Feature?
Camps includes the functionality to generate a waiting list once the camp reaches full capacity.
Capacity is set when the camp is initially scheduled and can be updated at any time via your schedule or within the camp register by clicking 'Edit'-> 'Details'.
Once the camp reaches its maximum capacity, bookings will no longer be available. Instead, parents/carers will be given the option to join the waiting list.
During this process, they will still:
Select the child they wish to register
Complete any required registration questions
After joining, the child will appear in the Waiting List tab within the camp register, organized by the date they were added.
Confirmation Emails
On the parent's end, the confirmation email will look like this:
On the club's end, it will look this:
How to Use the Notes Section
The Notes section allows you to view additional details provided by parents/carers regarding their preferred attendance dates.
By hovering over the paper icon in the 'Notes' section, you can quickly see the specific dates the parent/carer has indicated they would like their child to attend.
How to Invite Parents/Carers to Book from the Waiting List
When a place becomes available in the camp, you can invite a child from the waiting list to book.
You also have the option to override the camp’s capacity if you wish to offer an additional place.
To offer a spot:
Navigate to the 'Waiting List' section on your Camp register
Select the relevant child
Click on 'Book'
Select the desired sessions and click on 'Book'
The parent/carer will receive an email with full camp details and instructions to confirm the booking by selecting 'Pay Online'.
Discounts cannot be applied to bookings made through waiting list invitations.
Discounts are only available when bookings are made directly by parents/carers.
How to Send Messages to the Waiting List
You can communicate with parents/carers on the waiting list from the camp register:
Open the 'Waiting List' tab
Select the child
Click 'Send Message'
How to Remove a Child from the Waiting List
You can remove a child by:
Accessing the 'Waiting List' tab in the camp register
Selecting the child
Clicking 'Remove selected'
FAQ
Can I exceed the camp capacity when booking from the waiting list?
Yes, you have the option to override the camp capacity if you wish to accommodate additional participants.
Can discounts be applied to waiting list bookings?
No. Discounts are not applicable to bookings made via waiting list invitations. They are only available when parents/carers book directly.
Will parents/carers be notified when a space becomes available?
Parents/carers are notified only when you offer them a place. They will receive an email with booking details and payment instructions.
Can parents/carers join the waiting list for multiple sessions or camps?
Yes, parents/carers can join waiting lists for multiple sessions or camps, depending on availability and their booking preferences.
How is the waiting list order determined?
Children are added to the waiting list based on the date and time they join, following a first-come, first-served approach.