Application & Lottery : Waitlist Process

Processing Waitlisted Families: A Step-by-Step Guide

In this section, we will provide you with a comprehensive guide on how to effectively process your waitlisted families. By following these simple steps, you can ensure a seamless and efficient experience for both your organization and the families involved.

Step 1: Communication is Key

The first step in processing your waitlisted families is to establish clear and effective communication channels. Reach out to each family individually to inform them of their waitlist status and provide any necessary instructions or documentation. Keep them updated throughout the process and be readily available to address any questions or concerns they may have. This process is done when the lottery is ran if your school choose to have the trigger emails setup for WAITLIST.

Step 2: Prioritize and Review

Admin > Application & Lottery

Next, it is crucial to prioritize and review each waitlisted family based on your organization's specific criteria and requirements. Take into consideration factors such as the date of application, program availability, and any special circumstances. This will help you determine the order in which families will be offered enrollment when spots become available.

Review your Enrollment Interest Review Report, by filtering to view "Waitlist"

Step 3: Offer Enrollment

If a family declines their spot follow the steps below to update status

Once spots become available,(if a family who won the lottery reached out and says they are no longer interested, you need to change their status so a spot is now open) it's time to offer enrollment to waitlisted families.

Reach out to each family individually, providing them with a clear offer of enrollment and any necessary documentation or deadlines. Ensure that they understand the terms and conditions of acceptance and provide them with an opportunity to confirm their acceptance promptly.

• Go to your Enrollment Interest Review Report
• Filter to see Accepted
• Change Status to Rejected (make a comment if necessary)
• Click Update Status

On next Screen choose Status

Click Save

Step 4: Offer the Spot to the First Family on the Waitlist

As families respond to your enrollment offers, it is essential to carefully manage and track their acceptances or declines. Keep a comprehensive record of each family's response, updating your waitlist accordingly. This will help you maintain an accurate and up-to-date waitlist, ensuring that no spots go unfilled and that families are promptly notified of any changes.

• Go to your Enrollment Interest Review Report
• Filter to see Waitlist
• Click Search Enrollment Interest Applicants

• Click the name next to the first Person on the Waitlist 
• Click the dropdown to change status to Accepted

Choose if you want to:

• Update Status (if you choose this you will need to email the family to let them know they have now been offered a spot in the school, this email does not happen automatically
  or
• Set to Accepted and Send Reg - Online Invites if you are using REG Online

Step 5: Provide Support and Guidance

Throughout the entire process, it is crucial to provide ongoing support and guidance to waitlisted families.(note the waitlist numbers change as you remove families from the list) Offer assistance in completing any necessary paperwork, answer their questions, and address any concerns they may have. By offering personalized support, you can ensure a positive experience for both your organization and the families you serve.

By following these steps, you can effectively process your waitlisted families, ensuring a smooth and efficient enrollment process. Remember, clear communication, prioritization, and ongoing support are key to providing a positive experience for both your organization and the families involved.