Waitlist and seat release workflows

Ordered queue with audit trail

Waitlist rank should not change because someone edited row order in Excel. Schoolyi timestamps offers, deposits, and priority tags - sibling, staff, alumni - with transparent rank calculation registrars can explain to upset parents.

Seat release workflow

Declined offer or withdrawal frees a seat. Coordinator clicks release; system emails next family with acceptance deadline - 48 hours configurable. If expired, auto-advance to following family with logged history.

• Per-grade and per-program waitlists
• Deposit timer with reminder before forfeiture
• Manual priority override with reason code
• Conversion to enrollment checklist on accept

Family-facing status

Applicant portal shows “waitlisted - rank band” without exposing other children’s names. Updates when rank improves reduce inbound call volume.

Capacity planning

Admissions sets seat caps by section. Dashboard projects fill rate vs waitlist depth for board intake meetings. Historical yield stats inform next year’s marketing spend.

Sibling and twin policies

Link applications so seat offer considers keep-together rules. Twins may share single offer slot per policy without duplicate rank confusion.

Integration with CRM inquiries

Waitlisted inquiries stay warm with notice templates - tour invites, summer camp - without marking false accepts. Convert to applicant when new intake opens.

Compliance and fairness

Export waitlist decisions for accreditation reviews. Document override reasons when leadership admits out of rank for special circumstances.