WAITLIST UPDATE REQUEST PROCESS

1. Locate Template Waitlist Update (see Wiatlist Update Request Folder above)

2. Instruction Tab

3. Update the date in the top right corner to today

4. Update the information regarding which waitlist we are updating (row 4)

5. Update any steps as needed

6. Verify the link for waitlist note examples works

1. Reports > Classes > CLA-8 Special Enrollments

2. Start Date: go back 3 years from today

3. End date: The month you looking up to

4. Enrollment Type: Wait

5. Day of the Week: All

6. Display Options

   1. Instructor

   2. Email

   3. Enrollment notes

7. Sort options: request date

8. CSV or XLS

1. Delete Columns A-C

   • #

   • Type

   • Use Token

2. Move Instructor & Date column after Notes column This will allow you to still reference the information if needed.

3. Move Student column to be column A

4. Select all & Sort by:

   • Email  This will sort by family account

   • Student

   • Class Schedule

5. Copy & Paste to Waitlist Update Spreadsheet by location and format as needed. See previous spreadsheet if needed. Remove unused columns and rows, manage column width, freeze rows, add "sent" checkbox column, wrap text for notes, etc

6. Verify sheet is shared with support team to edit.

1. Profile > Settings > Setup > General Settings > Communication Templates > Custom > 

   • Subject: Please reply by Tuesday, September 19th regarding your waitlist(s)  note the subject date will vary

   • Description: WL per swimmer check in **location link**

2. Edit  

1. Email Subject:  Change due date

2. Email Body: It's that time of year to confirm your waitlist requests! We check in seasonally to ensure your waitlist requests work for your fall/winter schedule. Please reply to this email (support@hubbardswim.com) by Tuesday, September 19th. If we do not receive an email reply, we will assume you are no longer interested in the waitlist and remove all requests for your convenience.

3. Verify hours and operation link directs to the correct location

4. Make the template Active when ready to use

1. Change due date to reflect email information

1. Change due date to reflect email information

2. Save

1. From the Waitlist Request Folder found above locate Directions: Support Team

2. Update info

3. Send to support staff emails & support@hubbardswim.com

1. From the Waitlist Request Folder found above locate Directions: Sites & Front Desk

2. Update info

3. Send to all Site Supervisors & each Front Desk location

1. Use the email address from the spreadsheet to locate the family

2. Verify Waitlist requests are on the account 

Since we are constantly moving swimmers, it is possible that the spreadsheet does not match the live account. Here, you can also compare waitlist notes to see if they are valid or if we need to ask more questions.

Note it will also pull WL with an end date since the FD cannot delete enrollments.