Automated Waitlist for Series

When a Series is full, clients can join its waitlist. Instead of a staff member manually offering spots as they open up, the automated waitlist can promote the next eligible client for you.

Note: This works alongside the automated waitlist Classes already have — the behavior is the same, but Series enrollment involves a purchase, so a few things (payment, eligibility, timing) work a little differently. Those differences are called out below.

Turning It On

From a Series' creation or edit screen, toggle Enable Waitlist on. Waitlist rules can also be set as an org-wide default, with the option to override them for a specific Series.

[Insert screenshot: Enable Waitlist toggle in the Series creation form]

Waitlist Modes

Choose how the waitlist behaves when a spot opens, using Waitlist Mode:

1. Auto-promote — the first person on the waitlist is enrolled automatically.
2. Notify in order — the first person on the waitlist is notified and given a window to claim the spot; if they don't, the next person is notified.
3. Notify everyone — everyone on the waitlist is notified at once, and whoever completes enrollment first gets the spot.

[Insert screenshot: Waitlist Mode dropdown with the three options]

Other Waitlist Settings

• Stop the Waitlist When the Series Starts — controls whether automated promotion keeps running once the Series' start date has passed (useful since a Series can keep accepting enrollments after it starts).
• Promote on Scheduled Cancel — controls the timing of when a spot is considered "open": as soon as a cancellation is scheduled, or only once the cancel date actually passes.
• Variable-Day Policy — for Series where clients pick specific days (e.g. Mondays and Wednesdays only), this controls whether a client is promoted only when every day they selected has an open spot.

Note: With Variable-Day Policy, a spot opening on a day a waitlisted client didn't select does not make them eligible for it.

How Auto-Promote Handles Payment

Enrolling from a waitlist is a purchase, not just a seat booking — so when Auto-promote runs:

1. It charges the client's saved payment method.
2. If the charge fails, or there's no saved payment method, that client is skipped and the next eligible person is tried.
3. Exception: if your Series has Pending Transactions enabled, auto-enrollment can proceed without a successful charge — the enrollment is created and the charge becomes a pending transaction instead of skipping the client.

Who's Eligible to Be Promoted

Because auto-promotion enrolls someone with no further action from them, a client must already meet everything the Series would normally require at checkout before they can be promoted:

• Age requirement, if the Series has one
• Contract, if the Series requires a signed contract
• Registration Forms, if the Series requires one
• Add-On selections, if the Series requires one

A client who hasn't met all of these can join the waitlist, but won't be auto-promoted until they have.

Note: Any required Add-Ons a client selected when joining the waitlist are included in what's charged at the moment they're promoted.

Need Help?

Contact our support team if you have questions about setting up your Series waitlist.