The Waitlist Smart List function operates similarly to the original Smart List configurations.
For instructions on how to add a child to a waitlist, please refer to CW 2.2: How to Add a Child to a Waitlist.
Once a child is added to the waitlist—either automatically by the system or manually—you can manage and sort the waitlist according to your preferences.
The waitlist can be accessed through the Application module at the top of your home screen. To view the waitlist, click on the module and then select the Waitlist Smart List tab. The system will automatically display the All Waitlist smart list, which includes all records currently on the waitlist.
1. Filtering Your Waitlist
Filtering your waitlist is simple with the preset options available on the left-hand side of your screen. Select the criteria or specific children you wish to view, then click "Search." The system will generate a customized list based on your selected filters.
2. Save Your Filters as a Custom List
Once you have filtered your list to your liking, you can save this list as a custom list to access later. This is helpful if you often use similar filters when looking for children to enroll.
You can name your custom list for easy access later.
For more information about custom lists, please see the article CareWait - Creating a Custom List
3. Waitlist Statuses
Waitlist statuses in CareWait are unique and serve a different purpose from other statuses. They are directly tied to the creation of offers and contracts that will be sent to the parent's portal.
|
Status |
Meaning |
| Waitlist | Children in the "waitlist" status are currently waiting for a spot to open for them. When waitlists are automatically or manually created, they will begin in this status. |
| Offer In Progress | Once the offer has been made, the offer will be in progress. This can indicate to other staff members that this child has an active offer for a site. |
|
Enrolled |
This indicates that this child has been enrolled in a program. |
|
Inactive |
The "Inactive" status can be applied for various reasons. If a parent no longer wants a spot on the waitlist or is not interested at the moment, their status should be updated to "Inactive."
|
|
Removed |
"Removed" indicates that the waitlist should no longer be active or the offer was denied. |
Note: As of the current development, these statuses will not be automated. This will be added at a later date.
4. Adding a Child to a Vacancy
Once a vacancy becomes available, you can move a child off the waitlist.
To add a child to the waitlist, check the box next to the child’s name and click Add to Vacancy.
This will display a list of available age/time slots for the site where the child is waitlisted. Choose the schedule that best fits the child.
Next, select an expiration date for the offer. Parents will be notified of the expiration date and will receive reminders as the date approaches.
After selecting both options, click "Save." This will generate a draft offer for the family in the Enrollment Smartlist tab.
Once the offer is created, update the waitlist status from "Waitlist" to "Offer in Progress" to notify other staff that an offer has been extended to the child.
For more information about how to manage offers and your enrollment waitlist please visit CW 2.2: Managing an Enrollment Smartlist
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