Camp and event waitlists (program waitlists)

Program waitlists hold registrations when a camp week or headcount program is full. They are separate from the membership waitlist.

Open the offering's waitlist to review position, household details, and sibling groups. When a place opens, send an offer to the next eligible household. The household has the time shown in the offer to accept and pay.

Expired or declined offers move on according to the waitlist rules. Check capacity before making a manual offer. See Camp and Programming registrations.

A program under Programming where households register with a headcount has a waitlist too, shown at the bottom of the program's Roster. Households wait in order and offers go out automatically when a place opens, as above. By hand, managers and admins can:

• Send offer to one waiting household, ahead of the automatic order if you like. Everyone in the household with an email address on file gets a link to accept. The offer doesn't hold the places: if the program fills up first, the household is told it's gone, and if it accepts it registers at the program's regular price, if the program charges one. The confirmation says plainly when there is no room for the household's party right now, or when registration isn't open. While the offer is open, no automatic offer goes to anyone else on that program, until the household answers or the offer expires.

• Remove a household. It isn't emailed, so tell it yourself if it should hear. If it was holding an offer, the offer is canceled and, when a place is free, the next household in line is emailed one. While member email is paused the freed place waits instead, and the next household is offered it once email is resumed.

While your club's email is paused, or Swim Ops has paused email for every club, Send offer is turned off and the card says why: the household couldn't get the link, and an offer nobody can receive would only hold up the line. Resume email on the Messages page, or wait, then send it. An assistant's request for an offer during a pause is refused the same way.

A household whose account is paused can't accept an offer until the account is reactivated, and one whose account is closed gets no email. The list marks them, and the confirmation says so. Programs where people register by name have no waitlist. The camp and lap waitlists are worked on their own pages.

Automatic offers skip paused and closed households while keeping their queue position. If the account becomes eligible again, it keeps its place in line. A camp sibling group stays together.

The price on the offer page is the one the registration's price rules work out for that household, so it matches the invoice they will receive. Where a rule exists but does not price that household, the page says the regular price applies rather than naming a figure or calling the spot free. A camp offer is priced the same way: a rule-priced week quotes what the registration will invoice, and the week's own price is used only when the week has no price rules. (The camp offer page used to show the week's own price even when rules applied.)

A camp offer can't be accepted until the household has an emergency contact on file. If it has none, the offer page says so and links to the camp page to add one; the offer stays open, so the same link works afterwards. Nothing is registered or invoiced in the meantime, so if a household says it can't accept, check that first.

The camp, Programming and membership offer pages now send back the total they showed when the household accepts. If the price has moved since the household opened the page, nothing is registered or invoiced. The page says "The total is now $X, not $Y. Review it and accept again." and shows the new total. Lap swim offers are free.

A few details of the camp offer page:

• If the price can't be worked out (the camper has no birth date and a rule needs one, no rule fits, or the price can't be read at the moment), the page says "the regular price" and sends no total. When the household accepts, the camper is either registered or the page shows the reason in its own words, for example "Add a birth date for {camper} to register for this camp". The usual fix is adding the camper's birth date.

• A household that still has to sign the camp waiver signs and accepts in one step. That button names the total ("Sign & accept the spot · $X", or "no charge" for a free week) and accepts at that total. If the price moved after they signed, the page says "Your waiver is signed. The total is now $X, not $Y. Review it and accept again." and they do not sign again.

• Every reason the registration can be refused (no birth date, the week no longer open, the camper outside the age range, already registered, no price rule that fits) is shown in its own words. "We couldn't process this offer" appears only for something unexpected.

A camp offer can also be accepted from the member's Camp page, with no email, when your club has turned on Let members accept waitlist offers in the member portal (Club → Club info → Member portal; off until you turn it on). It is the same accept the link does, and it waits on the same emergency contact and the camper's camp waiver. See Camp for what the family sees. Lap swim offers are accepted from the emailed link, and a Programming offer from the program's own Register button or the link. A member's AI assistant can join and leave a waitlist but can't accept an offer.

If a household changed while a member was accepting from the signed-in portal, the page asks them to reload before accepting. An accepted Programming offer whose registration was later canceled says it is canceled and does not claim a current registration or a new amount to pay.

Declining says only what is certain: their household comes off the list for this offering. It does not claim the spot has already gone to the next household, because often it has not. There may be nobody waiting, another offer may already be out, registration may have closed, or the next household's party may be bigger than the room left. If a member asks whether someone else got their spot, check the waitlist rather than assuming.

A lap swim session that has already started is never offered. A spot freed by a no-show is in a session already under way. See Lap swim.

Cancelling revokes every live offer on that program's waitlist and removes every household still waiting.

• Camp weeks and lap sessions email every affected household.

• Canceling a whole program under Programming closes its waitlist. Check the program cancellation review for the notifications and money follow-up it will create.