Overview

Two to three times a year we ask families to verify their waitlist requests to allow us to search for the most up-to-date waitlist requests.

Recommended time of year March/April,  August/September & December.

Waitlist Update Request Folder

Waitlist Update Request

Reporting

Step 1

Locate Spreadsheet

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

Step 2

Report CLA-8 & Filter

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

Step 3

Organize Spreadsheet

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.

Communication Template

Step 4

Locate  iCP Email

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  

Step 5

Update iCP Email

If this email information is changed, it must remain the same at all locations to maintain uniformity across locations.
For the due date, provide 3-4 days for a reply.

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

Step 6

Update SMS

1. Change due date to reflect email information

Step 7

Update Push Notification

1. Change due date to reflect email information
2. Save

Notify Staff (ask Jessie)

Step 8

1. From the Waitlist Request Folder found above locate Directions: Support Team
2. Update info
3. Send to support staff emails & support@hubbardswim.com

Step 9

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

Send Email, Push Notification & Text

Step 10

Locate Family

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. 

Step 11

Send

1. Select Family
2. Email
   • Send a copy to all email addresses
   • Select Update Waitlist template
3. From the spreadsheet copy Student, Class Name, Class Schedule for the entire family
4. Paste under Request(s) To Review section
5. Add any important details regarding the waitlist the parent needs to review  ex: only offer once spots are open for both kids, Req xyz instructor, etc
6. Send Email
7. Send Push Notification
8. Send Text
9. Check off spreadsheet and move to the next