Embedded Files
Overview
Overview
Waitlist (WL) is to be used when HFSS is unable to accommodate a day/time request that falls within our 2 week booking policy. This means swimmers are ready and eligible to enroll today into their requested level based on skill and age requirement.
Step 1 - Enrollment Process
Step 1 - Enrollment Process
Find desired class with appropriate age range and click "Enroll Student"
Search & Select the desired Student(s)
You will get a red warning message saying the class is full - continue.
Change "Enrollment Type" to "Wait"
Do not send enrollment email
Click Complete Enrollment
You will get another warning, glance at the screen behind it to confirm the Enrollment Type says "Wait" - if it does click Yes.
You're Finished. We do not charge for waitlist requests.
Step 2 - Notes For Each Request
Step 2 - Notes For Each Request
Select the Pencil icon then the Notes tab to entered required notes for this waitlist request.
*ProTip* Create one note that works for ALL waitlist requests. See the below slideshow of note examples. If waitlist requests change each request needs to be updated with a new note.
Required Information For Notes
Required Information For Notes
① REQUEST INSTRUCTOR'S FIRST NAME & LAST INITIAL
Putting this first allows us to manage options quickly.
Note: If the instructor changes, they will be removed without notice.
② Reason for Request
Promotion/Advancement/Transfer/New/Returning
③ Current Enrollment & Sibling Info
Current Level & Class Time
Sibling’s Name, Age, & Level (for coordination)
④ Goal of Request
Preferred Days & Time Ranges (or why only one time works).
If siblings are involved:
Open to back-to-back enrollments? (Highly encouraged!)
Ok to move one at a time
ONLY want if both siblings can enroll at the same time
Additional requests:
Adding a second day
Site-approved age exception
Any other helpful details to facilitate the request?
⑤ Staff Initials & Date
The Hubbard Way
The Hubbard Way
General Waitlist Guidelines:
Families must be informed when a waitlist has 5+ swimmers, as placement may take time.
No waitlists will be added for classes with an end date (e.g., "End TBD" or "End 5/5").
Families must opt into iCP emails and texts to submit a waitlist request.
An email and text notification will be sent when a spot becomes available. The family has 48 hours to accept or decline before the request is removed.
Private & Semi-Private Waitlist:
A maximum of 5 swimmers may be on the waitlist for private classes.
Available for Goldfish, Jellyfish, Octopus, and Lobster levels only.
By request only – not listed on the Customer Portal due to limited availability.
Waitlist notes must include all available days and times to streamline placement when new classes open.
Site Responsibility – Discontinued Classes:
If a class is no longer available, HFSS must notify affected families via email and remove them from the waitlist.
Use the “Discontinued Class – Waitlist Removal” email template from the Student page.
Include the day, time, and level of the discontinued class.
Once the email is sent, delete the corresponding waitlist requests.
Swimmers We Cannot Waitlist
Swimmers We Cannot Waitlist
Special Needs Classes – Families must complete the inquiry form on our website.
Swimmers Over 7* Years Old for Weekday Morning Group Classes
- Why? Weekday morning classes are primarily for swimmers under 7. Enrolling an older child makes it difficult to fill the class. We used our *lowest age range for morning classes, regardless of the age of swimmers in the level.
- Exceptions: Private lessons and site-approved cases.
Swimmers Not Ready to Start Immediately Upon Availability
- Why? The waitlist is for swimmers who cannot find a class within the next 14 days.
- Example: Future requests like “I want to start in 3+ weeks” must check back within 14 days of their desired start date.
- Baby Splash Exception: Must be within 14 days of turning 2 months old to join the waitlist.
Swimmers Not Yet Promoted to a New Level
- Must complete all skills at their current level before being added.
Clownfish swimmers under 2 years old
- Why? Clownfish is optional. Swimmers must be 2 years old to get on the waitlist or enroll for a semi-private option.
6. Swimmers 12+ Years Old (Unless Approved by Site)
- If enrolled and turning 12, the location must discuss and note their future at HFSS.
- If not enrolled and no exception is noted, we will send an age-out email (see projects for process).
7. Baby Swimmers Not Within 4 Weeks of Age Advancement
- Why? We allow swimmers to waitlist for their next level up to 4 weeks before they meet the age requirement listed on the website to ensure a smooth transition. HFSS sends families notifications when they can move to the next level.
- Requests beyond 4 weeks must wait until they are the correct age. Do not add them to the waitlist! See age chart.
- Baby Splash → Little Snapper 1 (6-15 months)
- Little Snapper 1 → Little Snapper 2 (16-35 months)
- Little Snapper 2, Advance, & Clownfish → Group Classes
The More You Know
The More You Know
Waitlist Best Practices:
Do not offer to add swimmers to classes with a long waitlist (5+ swimmers). Families want immediate placement, and these waitlists can take months or longer.
Families can still add themselves via the Customer Portal, but staff should highly recommend choosing a class without a long waitlist for faster placement.
If necessary, staff can override and manually add a swimmer to the waitlist.
How the waitlist works:
The waitlist is for swimmers ready to start immediately when a spot opens.
If a family cannot accept when offered, they can decline and rejoin later when closer to their preferred start date.
Our team monitors waitlist requests daily and will notify families via text and email when a spot becomes available.
Families must be opted in for text and email notifications.
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