Timeline:
Day 0 - offer waitlist spot with email, text & push notification.
Day 1 - reminder sent text & push notification to those that have not responded.
Day 2 - after 48 hours remove all waitlist from those that have not contacted us. TIP! Check Text time stamp to verify it is over 48hrs.
Summer Six Pack Waitlist Guide:
- Waitlist works a bit different since SSP is a seasonal program.
- We offer the spot as it becomes available. We do not note, manage sibling or coordinating requests.
- We will only waitlist a swimmer if the class is currently full. This means that if a family wants two kids for the same class and there is one spot open, they must either take the single open spot & waitlist the sibling or not enroll.
- For the waitlist, once summer sessions start, you will see more movement of kids changing levels, cancelling, etc. I recommend checking the Waitlist on Fridays & Sundays for this reason.
Offering SSP Waitlist Spot
Step 1
Activate Template
- Activate/Deactivate iCP Template
- Custom Template > Summer Six Pack Waitlist Request Now Available: Reply within 48 hours
You will turn this template on to use and off when you are finished to reduce the number of templates showing to everyone.
Step 2
Calendar Page
Calendar Page
Filters:
- Camps
- Session start date
- Minimum Vacancy: 1 & Regular Openings
- Search on the first day of the session for any sessions with openings & waitlist
Step 3
Enrollment Note
- Locate the waitlist swimmer
- Edit Waitlist enrollment
- Notes Tab > Additional Notes: add today's date 48hr WL hold (6/15 48hr WL hold & initials)
- Save & Close
- Copy the Student name for step 4
Step 4
Student Page
- Student Page
- Locate the waitlist swimmer
- Verify family is opted-in for text & emails
- Select swimmer to email
- Send copy to all emails
- Locate Template: Summer Six Pack Waitlist Request Now Available: Reply within 48 hours
Do not use abbreviations it gets confusing for families. Spell it all out!- Level: Copy and paste as plain text the session name
Jellyfish 3-6 years old (S2:1100:Ln7) - Time: Full time
11:00 am - Session Starts: Full month & day
June 12th
- Level: Copy and paste as plain text the session name
- Copy the info from level through session starts to use for family notes
- Send
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Step 5
Family Note & Keyword
- Family Notes
- Medium Yellow Note
- Subject: SSP 48hr wl hold - swimmer name
- Paste info from level through session starts
- Family Keyword: SSP WL This will help you manage WL quickly!
Step 6
Push & Text Notification
These templates are saved so it will be super fast! Text can be sent between 8:00am - 7:00pm
- Select Student
- Push Template: Summer Six Pack Waitlist Request Now Available: Reply within 48 hours
- Send
- Text Template: Six Pack Waitlist Request Now Available: Reply within 48 hours
- Send
Next day (24 hour)
Courtesy Text & Push Follow up (optional)
- After 24 hours as a courtesy we will send a follow up reminder
- Locate Student (Use Keyword SSP)
- Confirm family is opted-in for text
- Confirm email was sent
- Select Student from Student Page
- Push Template: WL Final Day Reminder (text & Push only)
- Send
- Text Template: WL Final Day Reminder (text & Push only)
- Send
48 hour Follow up
After 48 hours, we will check to see if this student has been enrolled.
Verify the email and text have been sent. If not call them, give them a specific time frame to respond (ex: please contact us by tomorrow Friday, June 17th before 6:00). Make notes!
- If there is no response and we have done our job contacting them via email and text we will remove the waitlist.
- Locate the student (Use Keyword SSP)
- continue the SSP 48hr wl hold note to indicate that we have not heard from them
(cont) no response tossed all waitlist)
Make note Low Green and Save & Close - Delete all SSP waitlist requests. Since we have not heard from the family, we have to assume they are not interested in any waitlist requests.
- Remove SSP Keyword