In this article, we'll cover how to enable the waitlist on a listing, how guardians are added to it, and how admins can view and manage waitlisted students.
🚨 Listings is a newer feature that isn't included in all Playground accounts. If you'd like to learn more or find out if it's available for your account, reach out to your account manager.
Enabling the Waitlist on a Listing
The waitlist feature is enabled per listing and is tied directly to the classroom's capacity. Once a listing reaches its capacity limit, students will automatically be added to the waitlist.
From your admin dashboard, navigate to the Listings tab.
Click Add Listing, then click Create Listing.
Under Classroom, select the classroom you want to link to the listing.
If you need to create a new classroom, click Create Classroom in the dropdown, then click Edit Classroom to add a name, ratio, age range, and capacity.
Set your classroom Capacity, this is the number that determines when the waitlist kicks in.
Continue filling out your listing details.
When you reach the waitlist section, toggle on Manage a waitlist for this listing.
Once enabled, guardians can add their order to the waitlist when capacity has been reached, and you can process them if space becomes available.
Click Save & Exit to save the changes or click Next: Paperwork if you want to continue the Listing configuration.
Managing the Waitlist
Enroll students in the waitlist
Once a waitlist is active, you can view and manage all waitlisted students directly from the Waitlists tab.
From your admin dashboard, navigate to the Waitlists tab. Here you will see all listings that have the waitlist feature enabled, along with the number of waitlisted students and their current status.
Click into the listing you want to manage.
From here you can view each waitlisted student. The Status column will indicate whether a student can be placed or if there is no capacity available yet.
Can be placed means there is space available and the student can be moved into the listing.
No capacity means the listing is still full. You will need to manually adjust the classroom capacity before a student can be placed.
To move a student, you have two options:
Click directly on the student's name to view their details and click Enroll Student.
Click the three dots next to the student and select Enroll Student.
If a student's status shows No capacity, you will need to update the classroom capacity first before proceeding.
Removing a Student from the Waitlist
From your admin dashboard, navigate to the Waitlists tab.
Click into the listing you want to manage.
Click the three dots next to the student's name.
Select Remove from Waitlist.
Disabling and Re-enabling the Waitlist
You can disable an active waitlist at any time, either directly from the Waitlists tab or by editing the listing itself. Disabling the waitlist will not remove any students who are already on it, it simply prevents new students from being added.
From the Waitlists tab:
Navigate to the Waitlists tab from your admin dashboard.
Click the three dots next to the listing.
Select Disable Waitlist.
From the listing:
Navigate to the Listings tab and open the listing you want to edit.
Toggle off the Manage a waitlist for this listing option.
Save your changes.
To re-enable the waitlist, follow the same steps and select Enable Waitlist from the three dots menu, or toggle the option back on within the listing.
💡 To quickly see which listings have an active or disabled waitlist, make the Waitlist column visible from the Waitlists tab.
Removing a Student from a Listing
If a student is no longer attending a listing and you need to free up their spot, you can remove them directly from their student profile without having to adjust the classroom capacity.
Remove from the Student's profile:
Navigate to the student's profile and open the Overview tab.
Scroll down to the Schedule section. The listing will appear here as a scheduled session on the student's account.
Click on the session and select Delete recurring schedule to remove it.
Remove from the Schedule tab:
From your admin dashboard, navigate to the Schedule tab.
Find the student's Schedule and click on it.
Select Delete recurring schedule to remove them from the listing.
Once removed, the student's spot is freed up and the capacity automatically adjusts, making room for the next waitlisted student to be placed. If a refund is needed, head to the student's billing profile. For more on how to issue a refund, click here.