When customers are shifted to the waitlist, communication is essential.

Option 1: Automated Emails:
Cogran is able to automate email communications to waitlist customers. The emails run overnight, so that changes to the waitlist can be processed over the course of the day.

• Check with Cogran to set up this feature (additional costs may be charged)
• Update the automated email in the Email Template Library
• Note that waitlist data will be appended to the email

Option 2: Individual Email
Use when processing a few updates, or when a personal touch is required

• To send an individual email directly from Cogran, switch from list view to grid view and press the send email button. This loads your own email to send a personal email.
• Customer logs on to pay, or the admin can make the payment using the Admin Center on the Front Page.
• If a late fee is in effect,  customer will automatically be charged the late fee
• If a participant declines, Admin sets the Waitlist record status to cancel. The user is no longer on the Waitlist.

Option 2: Bulk Email: Use when processing many updates

• To send a bulk email directly from Cogran, first select the contacts to receive the bulk mail.
• Return to the filter
• Select the status “invite.”
• Select the Last Updated Date of today (or, if this has been an ongoing process, the dates of any recent updates).
• Note that the specific waitlist data will not be included.

• A list will appear.
• Change the view to “grid view.”
• Select “send email.”
• Choose your email template from the list. (If no template exists for communicating with waitlisted customers, choose “Create Your Own Template” or return to Forms, Templates, and Email Templates to create a custom template for your customers.
• Click send.

SAMPLE TEXT:

Hi there, Your waitlisted child has been moved off of the waitlist for one or more programs. Please log into your Cogran account to pay for the camp. After you pay, this will complete your registration, and your child will be fully enrolled.

To pay your balance due and secure your slot at camp:

• Log into your Cogran account by visiting our registration page and clicking My Account/Sign Click on the menu icon in the upper right-hand corner of the page
• Scroll to the menu item labeled “Payments Due.” A modal opens with options to make payments.
• Click Pay Now to use a credit card to finalize your transaction. 
• Done!