Email or export a class roster, and offer a place to someone on the waitlist

Who can do this: Emailing the roster and working the waitlist: Owner, Administrator and Programs. Downloading the roster: Owner, Administrator, Finance and Fundraiser. Other roles don't see these buttons. Front desk users see none of them.

Quick steps: Programs & Sales › Classes & Camps › Classes › the class › "Roster" tab › "Email roster" › write it › "Next: when and who" › "Send now" › "Send to … people?". To download: "Roster" tab › "Export CSV". For the waitlist: "Waitlist" tab › "Promote next-in-queue", or ⋯ on a row › "Promote this entry".

Before you start

• To email or work the waitlist, you need an Owner, Administrator or Programs login. To download, an Owner, Administrator, Finance or Fundraiser login. Only an Owner or Administrator can do all three.
• The roster is the list of people registered for the class.
• The waitlist is the list of people waiting for a place when the class is full. It only fills up if "Allow waitlist" is on, on the class's "Eligibility" tab. See Create a class, and edit, clone, cancel or archive it.
• To email, have your subject line and message ready.

Email everyone registered

Page: /dashboard/classes/<classId>?tab=roster

1. In the left-hand menu, under "Programs & Sales", click "Classes & Camps". Then click "Classes" in the list that opens below it.
2. In the list of classes, click the class's name.
3. Click the "Roster" tab in the row of tabs near the top.
4. At the top right, click "Email roster" (with an envelope). The "Emails" tab opens, with a box called "New email for" and the class's name.
5. The box says "Step 1 of 2 · Write it". In "Subject line", type the subject.
6. In "Message", write your email. To add each person's name, pick it from "Insert field".
7. Check the preview beside the message.

Important: "Send me a test" emails a test copy of this email to you. It goes to no one else.

8. To see it in your own inbox first, click "Send me a test". You'll see "Test email sent to …".
9. Click "Next: when and who". The box now says "Step 2 of 2 · When and who".
10. Under "When does it go out?", check that "Send once — now, or on a date and time" is chosen. Below it, choose "Send now", or "Send on a date and time" and pick the day and time.
11. Under "Who gets it?", look at "Who it goes to". Choose "Active registrants" or "All registrants". Each shows in brackets how many people will get it, for example "Active registrants (3)".

Important: "Send now" sends the email to everyone shown, right away. It can't be recalled.

12. Click "Send now". The button changes to "Send to … people?" (in red). Click it again to send.
13. You'll see "Sending to … people.". That means it worked. For a later time, the button says "Schedule" and you'll see "Scheduled for …".

If it didn't work, you'll see "We couldn't send the email." or the reason. If you click "Next: when and who" with no subject, you'll see "An email needs a subject line."

Each registrant is emailed at their own address. A child with no email address is emailed at their guardian's address. Anyone with neither is left out.

To keep the email without sending it, click "Save for later" at the bottom of step 2, next to "Back".

If the number in brackets is (0), "Send now" stays grayed out: nobody would get the email.

Download the roster

Exporting saves a spreadsheet file (a CSV file, which opens in Excel, Numbers or Google Sheets) with one row per registrant.

Page: /dashboard/classes/<classId>?tab=roster

1. Open the class's "Roster" tab, as in steps 1 to 3 above.
2. The box at the top left starts on "Active". To include canceled registrations, choose "All". To see only those, choose "Cancelled".
3. At the top right, click "Export CSV".
4. You'll see "CSV exported", and the file downloads to your computer. That means it worked.

The file has whatever the roster is showing, including any search you typed. Its columns are "First Name", "Last Name", "Email", "Guardian Name", "Guardian Email", "Guardian Phone", "Status", "Payment Status", "Total Amount", "Paid Amount", "Balance Due" and "Registered At".

If it didn't work, you'll see "Couldn't export the roster. Please try again."

Changes in the next release: "Export CSV" at the top right is replaced by "Export" at the top left of the table, which opens an export box. The roster also gets "Views", "Filters" and "Columns" buttons and a checkbox on each row.

Offer a place to the next person on the waitlist

Page: /dashboard/classes/<classId>?tab=waitlist

1. Open the class, as in steps 1 and 2 of "Email everyone registered".
2. Click the "Waitlist" tab in the row of tabs near the top.
3. The list shows each entry's "Position", "Registrant", "Parent", "Joined", "Status" and "Offer expires". "Queued" means still waiting.

Important: Promoting someone emails the person who joined the waitlist, offering them the place. They have 24 hours to accept and pay.

4. At the top right, click "Promote next-in-queue". This offers the place to whoever is first in line.
5. You'll see "Promoted the next entry in the queue.". The entry's "Status" changes to "Offered", and "Offer expires" counts down. That means it worked.

If you see "Waitlist is empty — no entries to promote." while people are still "Queued", no offer was made. The class doesn't have enough free places for the first entry in line. Free a place, or raise the class's maximum, and try again.

If you see "Failed to promote next entry.", the offer wasn't made. Try again.

Offer a place to a particular person

Use this to skip the line, for example for a sibling of someone already registered.

1. Open the class's "Waitlist" tab, as above.
2. Find the person's row. Its "Status" must be "Queued".
3. At the far right of the row, click the three dots (⋯).

Important: "Promote this entry" emails that person, offering them the place. They have 24 hours to accept and pay.

4. Click "Promote this entry".
5. You'll see "Promoted" and the person's name. Their "Status" changes to "Offered". That means it worked.

If you see "Failed to promote entry.", the offer wasn't made. A common reason is that the class doesn't have enough free places for everyone on that entry.

What the labels mean

• "Queued": waiting in line.
• "Offered": a place has been offered and the person can accept it. "Offer expires" shows the time left, for example "in 23h 10m". It turns amber under a day and red under an hour.
• "Accepted": they took the place and are now on the roster.
• "Expired": they didn't accept in time.
• "Canceled": removed from the waitlist.

Special cases

• "Email roster" and "Export CSV" are grayed out while the roster list is empty. If the box at the top left says "Active" and nobody shows, try "All".
• "Promote next-in-queue" only appears while someone is "Queued".
• When a registration is canceled (see Cancel, refund or transfer a class registration), the next person in line may be offered the place automatically. The cancel box can turn this off for that cancellation.
• Entries that are "Accepted", "Expired" or "Canceled" have no ⋯ menu.
• Emails you have sent are listed further down the class's "Emails" tab.

Buttons to avoid

• In the ⋯ menu, "Remove from waitlist" takes the person off the list. It asks "Remove … from the waitlist? This cannot be undone." Click "Cancel" if you didn't mean it.
• In step 12 of "Email everyone registered", the first click on "Send now" only asks for confirmation. The second click, on the red "Send to … people?", sends. Click "Back" instead if you're not ready.

If you make a mistake

• A sent email can't be recalled. Send a short correction to the same group.
• An offer can't be withdrawn in the screens. To take the place back, remove the person with "Remove from waitlist".
• An export only downloads a file. Delete the file from your computer if you don't need it.