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Swim lesson waitlist spots offered by phone

A family drops Tuesday's Swimmer 4 class. Within the hour, the next family on the list gets a call, says yes, and the empty spot is a paid one again.

When it starts

A withdrawal or a new spot in a class that has a waitlist.

What the agent does

Calls the waitlist in order, confirms the time works, registers the child and sends the payment link.

What your team gets

Full classes, a waitlist that stays current, and staff who never phone down the list.

How it works

  1. Sees the opening

    A withdrawal, a transfer or an extra spot the aquatics lead adds. The class and the waitlist order come from the registration system.

  2. Calls in order

    The first family on that class's list, then the next if there's no answer within the time you choose. Order is never skipped.

  3. Checks it still fits

    Same night and time? Same level? A child who has moved up a level since spring is offered the right class instead.

  4. Registers the yes

    The child moves from the waitlist to the class and the family gets a text with the start date and payment link.

  5. Updates the no

    No longer interested, found another pool, or wants a different night. The waitlist changes to match.

  6. Leaves a clear voicemail

    No answer? A short message with a callback number and how long the spot is held for them.

Example call

  1. AI agentHi, is this Jen? It's Emma from Westdale Community Centre. Good news, a spot opened in Swimmer 4 on Tuesdays at 5:30, and Lily is next on the list.
  2. CustomerOh, amazing. Is it this session?
  3. AI agentYes, it started last week, so there are nine classes left. Would you like the spot?
  4. CustomerYes, definitely.
  5. AI agentLily's registered. The fee is adjusted for the nine classes. I'll text you the link to pay, and she can start this Tuesday at 5:30.
  6. CustomerThank you so much.

After the call: Lily moves from the waitlist to Tuesday Swimmer 4, the prorated fee is on the family account, and aquatics sees the class back at full without a staff call.

What your team gets

  • Openings filled from the waitlist in order, the same day
  • Prorated fees from your rules on the family account
  • Waitlists cleaned up from every no
  • A list of classes with long waitlists, for planning next session
Set up with you: The team sets up a connection to your registration system (ACTIVE Net, Amilia SmartRec, PerfectMind or CivicPlus) for classes and waitlists, and sets with your aquatics and programs leads how long each family has to answer and the calling hours.

Questions

Does she skip anyone?

No. She calls in the waitlist's order. If someone doesn't answer within the time you set, she moves to the next and notes it.

Can it work for camps and skating too?

Yes. Any program with a waitlist, including summer camp weeks, learn-to-skate and adult pottery.

What about prorated fees?

She uses the proration rule you give her. If there isn't one, the full fee stands and staff adjust it.

Hear it on your phone

Request a demo call and the agent phones you, set up for community and recreation centres like yours.

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