INTRODUCTION
Feature Summary: System users can create a waitlist for one or more membership types and customize enrollment and notification settings.
Use Cases: Dynamically track and limit the number of total players in a given membership type. Allow players to join a waitlist, if membership type enrollment is full. Send membership offers to waitlisted players as slots become available.
CourtReserve has another waitlisting add-on tool. It's called Court Waitlisting.
SETUP REQUIREMENTS
The first step is to enable the add-on.
Log in to the admin dashboard.
Go to SETTINGS > ADD-ONS.
Click Manage Add-ons. A new page displays.
Opening the Setup page
Scroll down to the Membership Waitlisting heading.
Check the box.
Read the terms in the popup window and click I Agree to proceed.
Click the Setup button. A setup page opens in a new browser tab.
Configuring the membership settings
Open a membership type page. Click the Waitlist tab and then check the Enable Waitlist box. CourtReserve displays form fields. This is where system users configure settings
Max Capacity - Set the maximum number of people who can hold this membership type. After this number, CourtReserve automatically stops people from purchasing this membership type. System users can override this limit. Max Capacity counts all currently active, pre-purchased, suspended, and past due memberships.
Is Full - This checkbox is automatically checked by CourtReserve when the enrolment for this membership type reaches the Max Capacity number. System users can manually check this box at any time.
When the Is Full box is checked, CourtReserve does not uncheck the box even if more spots become available. This rule stops member portal visitors from bypassing the waitlist process (see below) and signing up for a membership as soon as open slots are available.
Allow Members To Register To Waitlist - This determines whether players are able to join the waitlist for Full Membership Types via the Member Portal. If unchecked, only System Users will have the ability to add players to Full membership Waitlists. If checked, players that have an account with the organization will be able to join the waitlist, provided they meet all criteria of the membership type. Note that anonymous users are not currently able to see or join the waitlist from an anonymous memberships page - they must create an account first.
Message - Add a short message that displays when a visitor joins the waitlist for this membership type.
Using the Waitlist
Requests
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:
In this example, the first family has been assigned the membership that was requested. The next two families have been made an Offer by the admin for this Platinum Membership Type. The last family is still waiting for a spot to become available and an offer to be made.
System Users can add members to a waitlist by going to a player's account and selecting the "+" sign under the Membership Tab:
If you have allowed members to register to the Waitlist, members can also opt into waitlists for Membership Types that they are eligible for. The option to join the waitlist appears on the same screens as the other Membership Types:
Offers
Once members are on a waitlist, System Users are able to choose who is sent an offer of membership. This offer will go out as an email to the member giving them a period of time to accept or decline the membership offer. An End Time can be specified if the offer needs to expire after a certain time.
To make an offer, go to the Membership Waitlist, and then select the Offers tab and select Create Membership Offer:
This will bring up the Membership Offer screen:
# of Waitlisted Accounts to be Included in the Membership Offer - this field automatically will select the oldest X amount of requests from the requests list. In the above screen, selecting "2" has chosen the top 2 accounts. This can be manually overridden and any accounts can be selected or deselected.
The Open Date/Time is a required field, while the End Date/Time is optional. Leaving End Date/Time blank will leave the offer open until manually revoked by the admin.
Once the Offer is ready, hit SAVE to send the Offer.
You can see the status of Offers under the Offers tab, and can click the "+" symbol next to any specific Offer to see a detailed summary of each member's status:
Global Membership Waitlist
Using the Global Membership Waitlist you may now extend offers of memberships for any membership category (and multiple!) to individuals (or families) on your membership waitlist.
To enable your Global Membership Waitlist, go to Memberships > Membership Settings
Enable Max Capacity (Waitlisting) Across All Membership
When above is enabled, an additional option will appear to set a maximum capacity for ALL Memberships
A setting is also available to choose how you count your family memberships: Family Unit OR Individual Family Members
A Membership is only counted against your total Memberships count when it is a PAID Membership. Free Memberships do not count towards your maximum capacity(s).
Now when creating your Membership Offer you are able to select multiple membership types to offer. This list will also allow you to sort your filtered items by the date they were added and view which membership category they requested.
Once the player accepts an offer of any of the membership types offered, they will be removed from all other waitlist.
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