INTRODUCTION
Feature Summary: Membership Waitlisting allows system users to set enrollment limits on one or more membership types and manage a waitlist for players when those limits are reached. When a slot opens, system users can send membership offers directly to waitlisted players.
Use Cases:
Set a maximum enrollment cap on any membership type to control total active members
Allow players to join a waitlist when a membership type is full
Send membership offers to waitlisted players as slots become available
Track waitlist status and enrollment capacity from the admin panel
Visual Example:
Note: CourtReserve also offers a separate Court Waitlisting feature for managing court-level availability. See that article for details.
SETUP REQUIREMENTS
The first step is to enable the additional feature.
Log in to the admin dashboard.
Navigate to SETTINGS > ADDITIONAL FEATURES row. Note: For clubs on Legacy pricing, the Additional Features row and icon will be labeled Add-Ons > Manage Add-ons.
Click Additional Features. A new page displays.
Scroll down to the Essential Features > Membership Waitlist heading.
Check the box.
Click the Setup button. A setup page opens in a new browser tab.
NAVIGATION
In the admin panel, select Memberships from the left-side navigation.
Create a new membership or click Edit on an existing one.
Select the Waitlist tab.
Check the Enable Waitlist checkbox to activate waitlist settings for that membership type.
Review and configure the available settings described below.
Note: The waitlist feature must be configured individually for each membership type you want to include a waitlist option for.
Configure the Membership Waitlist Settings
Max Capacity -Set the maximum number of players who can hold this membership type at one time. Once the cap is reached, CourtReserve automatically prevents new purchases of that membership type.
System users can override this limit from the admin panel.
Max Capacity includes all memberships with an active, suspended, or past due status.
Note: To include memberships with future start dates in the Max Capacity count, enable Include Pre-Purchased Memberships in Total Assigned Memberships Amount under Memberships > Membership Settings.
Total Assigned Memberships - Displays the current number of players assigned to this membership type, along with a progress bar showing the percentage of Max Capacity filled.
Is Full - This checkbox is automatically checked by CourtReserve when enrollment for this membership type reaches the Max Capacity number. System users can manually check this box at any time.
Note: Once the Is Full box is checked, CourtReserve does not automatically uncheck it when slots become available. This prevents players from bypassing the waitlist process and purchasing a membership as soon as an open slot appears.
Allow Members To Join Waitlist on Portal/App - Controls whether players can join the waitlist for a full membership type through the member portal or mobile app.
If unchecked, only system users can add players to a membership waitlist.
If checked, any player with an account in your organization can join the waitlist, provided they meet all membership type criteria.
Note: Anonymous users cannot view or join a waitlist from an anonymous memberships page. Players must create an account first.
Waitlist Confirmation Message - Add a short message that displays to a player when they join the waitlist for this membership type. See example in User Perspective below.
Click Save Changes.
Waitlist Statues
Requests Tab
Requests are a history of all players who have joined a waitlist for a membership. The requests tab shows details relevant to when and how a player was added to a waitlist as well as their current waitlist status.
Each player on the waitlist is assigned one of the following statuses:
Waiting - The player, or family, is on the waitlist, waiting for a spot, and has not yet received a membership offer.
Offered - The player, or family, has been sent a membership offer and has not yet accepted or declined.
Assigned - The player, or family, has accepted a membership offer and has been assigned to the membership type.
Note: System users can remove a player from the waitlist at any time using the Remove from Waitlist button on the Requests tab.
Waitlist Management and Visibility
System users can add a player to a waitlist directly from the player's account. Navigate to the player's account, select the Membership tab, and click the + icon in the Waitlist field under the player's membership information.
If Allow Players to Join Waitlist on Portal/App is enabled, players can join a waitlist for any membership type they are eligible for directly through the member portal or mobile app. The option to join the waitlist appears alongside other available membership types on the memberships screen.
Note: Anonymous users cannot view or join a waitlist from an anonymous memberships page. Players must create an account first.
Creating a Membership Offer
Once players are on a waitlist, system users can, optionally, select which players receive a membership offer. The offer is sent by email and gives the player a set period of time to accept or decline.
To create an offer, navigate to a membership and go to the Waitlist tab. At the bottom, go to the Offers tab and click Create Membership Offer.
The following fields are available on the Create Membership Offer screen:
# of Waitlisted Accounts to be Included in the Membership Offer - Enter the number of waitlisted players to include in this offer. CourtReserve automatically selects the oldest requests first. This selection can be manually adjusted - any account can be added or removed before sending.
Open Date/Time - The date and time the offer becomes active. This is a required field.
End Date/Time - The date and time the offer expires. This field is optional. If left blank, the offer remains open until a system user manually revokes it.
Status - Filter the waitlist by player waitlist status. Available options are:
Waiting
Offered
Revoked
Filter by Current Membership - Narrow the waitlist by the player's current membership type.
Eligible Memberships to be Purchased - Select one or more membership types to include in this offer. Players who receive the offer can purchase any of the listed membership types.
Once the offer is configured and the correct names have been checked to include on the bottom grid, click Save changes to send it.
Monitoring Offer Status
Once an offer has been sent, system users can track its progress under the Offers tab. Click the + sign to see the included players and their status. Each offer displays the following information:
ID - A unique identifier assigned to the offer.
Start Date - The date and time the offer became active.
End Date - The date and time the offer expires, if one was set.
Status - Indicates whether the offer is Open or Closed.
Total Offer(s) - The total number of players included in the offer.
Pending - The number of players who have not yet responded to the offer.
Accepted / Assigned - The number of players who accepted the offer and have been assigned a membership.
Denied - The number of players who declined the offer.
Revoked - The number of players whose offer was manually revoked by a system user.
System users can take the following actions on any open offer using the Actions menu:
Edit - Modify the offer details.
Send Reminder - Send a follow-up email to players who have not yet responded.
Close Offer - Manually close the offer before the End Date.
Example Offer email to the player:
Offer Acceptance
Once a player accepts an offer for any of the membership types included, CourtReserve automatically removes them from all other waitlists.
Global Membership Waitlist
The Global Membership Waitlist allows system users to extend membership offers across any membership category to individuals or families on your waitlist. Multiple membership types can be included in a single offer.
Enabling the Global Membership Waitlist
Navigate to Memberships > Membership Settings.
Enable Max Capacity (Waitlisting) Across All Membership.
Once enabled, an additional field Max Capacity for ALL memberships appears. Set a maximum capacity for all memberships combined.
Under Family Membership Count As, select how family memberships are counted toward the total capacity: Family Unit or Individual Family Members.
Note: Free memberships do not count toward any maximum capacity. Only paid memberships are counted against the total.
Note: To include memberships with future start dates in the total capacity count, enable Include Pre-Purchased Memberships in Total Assigned Memberships Amount under Memberships > Membership Settings.
Membership Waitlist Report
The Membership Waitlist Report provides a full list of members currently on waitlists across all membership types. System users can use this report to monitor waitlist activity over time, including tracking how many players joined a specific membership waitlist within a given period and analyzing demand across membership types.
To access the report, navigate to Reports > Membership Waitlist Report. For a full breakdown of available filters and columns, see the Membership Waitlist Report article.
USER PERSPECTIVE
Example of a player joining a membership waitlist from the member portal:
For family accounts, players can select which individual family members to include on the waitlist:
Example message:
Membership Offer Flow
Example email:
Example of member portal:
When a player accepts an offer, they are prompted to complete any required steps for that membership type, including selections, disclosure agreements, and payment. They are then removed from all membership waitlists.
ADMIN PERSPECTIVE
Example of system user notification:
Example of a waitlisted member profile:
Once a player accepts a waitlist offer, their membership is activated, their status updates to Active, and they are automatically removed from all other waitlists.
On the Waitlist page, their status changes to Accepted.
