Waitlist Report

What the Waitlist Report does

Use the Waitlist Report to see who is waiting for a full session and decide what to do when spots open up. It brings all waitlisted campers into one place so you can review their details and follow up quickly.

Where to find the Waitlist Report

You can open the Waitlist Report from your reports menu or directly from your sessions list.

Choose what you are viewing

The controls at the top of the page let you narrow the list so you only see the waitlist you care about.

• Season: Pick the season you want to review, such as Summer 2025.

• Session: After you pick a season, choose the specific session.
  If the session has options, you may also see a way to pick a particular option or group.

Once you set these, the list below refreshes to show only the campers waiting for that session or option.

What you will see on the list

Each row on the Waitlist Report shows one waitlisted camper, along with key details to help you decide what to do next.

Common items include:

• Camper name: The camper or participant on the waitlist, usually linked to their profile.

• Family or contact email: A primary email you can use to reach the family.

• Date added: When the camper was added to the waitlist, so you can see who has been waiting longest.

• Status: A short label that tells you the current situation for that session, such as:

  • Full – the session is full and there are no open spots.

  • Open Spot – at least one space is open for someone on the waitlist.

  • Closed – the waitlist is no longer accepting new names.

  • Invite Open Until [date] – an invitation has been sent and is open until the listed date.

• Counts and capacity: Numbers that show how many campers are enrolled, how many are on the waitlist, and the total capacity, so you can see how tight the session is.

Some accounts also show extra columns like group, age, or other camper details, depending on what your organization tracks.

Common actions on the Waitlist Report

From the Waitlist Report you can reach out to families, invite campers into the session, and keep the list up to date.

Email everyone on the list

Use the email option when you want to send the same message to all families on a waitlist, such as a general update.

If you do not see an email button on the report, you can still use your main Mass Emails feature and filter for that session and waitlist group.

Accept or invite someone when a spot opens

When the status shows an Open Spot, you can use the Wait List pop-up to accept, invite, or remove someone from the waitlist.

Invite emails give the family clear choices, including Accept and Decline buttons they can click to respond. After you send an invite with a response window, the status on that row may change to Invite Open Until [date] to show how long the family has to accept.

Remove someone from the waitlist

If a family tells you they are no longer interested, or if you want to clean up old entries, you can remove a camper from the waitlist.

Download or print the waitlist

Some accounts show Download or Print buttons on the Waitlist Report.

• Use Download to save the current waitlist to a file so you can work with it outside the system.

• Use Print to create a paper copy for staff meetings or offline review.

If you do not see these buttons, your account may not include them or your role may not have access.

Troubleshooting

The report is empty

If you open the Waitlist Report and see no campers:

• Check that you picked the correct Season.

• Make sure you selected the right Session or option.

• Confirm that the session actually allows a waitlist and is full or has been full.

• Try another season or session to see if you have any waitlisted campers at all.

If you still see an empty list and you expect names to be there, contact your office admin or support team to review your session settings.

I cannot find the email button

If you do not see an Email or Email all button:

• Confirm that you are on the Waitlist Report page, not another report.

• Check that there is at least one camper on the waitlist; some accounts hide the button when there are no results.

• Ask an account owner if your role has permission to send mass emails.

You can always go to the main Mass Emails page and filter to the same season and session as a backup.

An invited camper still shows on the waitlist

After you invite or accept a camper, you may still see them on the waitlist for a short time.

This can happen when:

• The family has not finished their registration yet.

• The invitation is still open until a specific date.

• The camper has enrolled, but the page has not been refreshed.

Try these quick checks:

• Refresh the page to pull in the latest status.

• Look at the Status column to see if it shows an invitation open until a date.

• Check the camper's profile or the main enrollment list to confirm whether they are fully enrolled.

If the camper is clearly enrolled but remains on the waitlist even after a refresh, reach out to your support contact so they can review the record.