Waiting lists

Overview

The waiting lists feature helps you track enquiries that cannot be progressed immediately but represent potential future placements. Use waiting lists to flag enquiries awaiting capacity, future start dates, or other conditions - keeping them visible and easy to follow up on.

When to use waiting lists

Add an enquiry to your waiting list when:

• No current availability (at capacity)

• Future start dates (several months away)

• Age or eligibility requirements not yet met

• Specific room requests currently unavailable

• Pending funding approval or documentation

How to manage waiting lists

Add an enquiry

1. Open the enquiry

2. Toggle the Waiting list switch ON

3. Confirmation appears: "Enquiry added to waiting list"

View all waiting list enquiries

1. Navigate to Enquiries → Waiting list tab

2. View, filter, search, and export your waiting list

Remove an enquiry

1. Open the enquiry

2. Toggle the Waiting list switch OFF

3. Confirmation appears: "Enquiry removed from waiting list"

Important to know

Independent of enquiry stages: Waiting list status doesn't affect the enquiry stage. You can continue progressing enquiries through your workflow whilst they remain on the waiting list.

Timeline tracking: All waiting list changes are recorded in the enquiry timeline with timestamps and user details.

Internal flag: The waiting list status is for your team only. How you communicate this to families is up to your organisation.

Best practices

• Review regularly: Check your waiting list weekly or monthly

• Stay proactive: Contact families when availability opens up

• Document reasons: Use notes to record why an enquiry is on the waiting list

• Use for planning: Export waiting list data to inform capacity decisions