Waitlist, Running Programs

Waitlist Approvals

If using Waitlist approvals, follow these steps to approve registrants.

Once a customer has registered for a waitlist, Cogran allows admins to move customers to a status of “invite.” This status change will make it possible for customers to log into their accounts and make their payment, which will take them off the waitlist and put them on the roster for the selected program.

Admin actions are: Updating the participant status and communicating this status update to registrants. Optionally, admins can rescind the invitation or process a customer through without payment.

View and Manage the Waitlist

  • Quicklinks: Waitlist
    OR
  • Registration, Class Management>Waitlist
  • Filter to find the correct program.
    • The filters are:
      • First name
      • last name
      • Registration date (From-To)
      • Session
      • Status
      • Followup Date
      • Session Date
      • Last Updated Date
      • Date Email Sent
    • Click Search
  • The waitlist will load.
  • Recommended: change the view to Grid View.
  • Admin reviews the waitlist and determines if spots are available. This information displays in session column of the database. Note that columns can be expanded by dragging the line between columns.
  • Use the “status” dropdown to swap the status of the customer to “Invite.”
  • Set a followup date if desired. This is usual to make sure that customers have made their payment in the desired timeframe.
  • A payment due record appears on the customer’s account

Communciate with Your Customers

Option 1: 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).

  • 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.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 registraiton page and clicking My Account/Sign In, 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! Thank you for registering with our camp! 

Following up with Waitlisted Customers

Return to the filter.

  • Filter on FOLLOWUP DATE
    • This will show if the customer has made their payment due. The status will automatically appear as “has accepted.” If desired, change the status to “cancelled” to begin the process again to invite new customers.
  • Filter on FOLLOWUP DATE and STATUS “WAITLIST.”
    • This will show if the customer remains on the waitlist as of your selected followup date. If desired, send a reminder email, or simply change the status to “cancelled” to begin the process again to invite new customers.
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