Waitlist automation
When an activity is full, members can join a waitlist without taking a capacity spot. With waitlist automation enabled, Cadence offers the next eligible member a spot when capacity allows.
How offers work
Section titled “How offers work”- One offer at a time per activity. The offered spot is held for that member until they respond or the offer expires.
- Sequential queue. Cadence walks the waitlist in order: waitlist group priority (when configured), then join time.
- Time limit. Each offer has a response window (default three days). If the family does not respond in time, the offer expires silently and Cadence moves to the next member.
- Offer cooldown. After an offer expires or is declined, the same member is skipped for a cooldown period (default 30 days) before they can be offered again.
Families receive an email or SMS (depending on your organisation settings) with a link to accept or decline. Accepting converts the waitlist enrolment to Active and posts tuition according to your billing settings.
Staff actions
Section titled “Staff actions”On the activity Enrolments tab, the Waitlist section shows queue order, who is currently being offered a spot, and when offers expire.
| Action | When to use it |
|---|---|
| Convert | Manually activate a waitlist member when you have already agreed terms with the family. |
| Expire offer | End the current offer and move to the next person in the queue (no family email is sent). |
If you try to enrol someone new while a spot is held for another member, Cadence warns you. Staff with the right permission can override, or you can convert the offered member instead.
Transfers and waitlists
Section titled “Transfers and waitlists”When transferring a member to a full destination activity, staff can choose Join waitlist and keep current spot. The member stays enrolled on the source activity until the waitlist offer is accepted and converted.
Settings
Section titled “Settings”| Setting | Where | What it controls |
|---|---|---|
| Enable waitlist automation | Organisation defaults, category, or activity | Whether offers are sent automatically |
| Offer response window | Organisation defaults | How long families have to respond (8 hours to 30 days) |
| Offer cooldown | Organisation defaults | Days before the same member can be offered again |
| Notification method | Programs → Enrolments → Transfers | Email, SMS, or both for spot-offered messages |
Categories and activities can inherit organisation defaults or override them.