Managing an Opportunity's Waitlist as an Advanced Program Manager?

Created by Brittany Crow, Modified on Wed, 19 Apr 2023 at 10:36 AM by Brittany Crow

 Heads up! This article is intended for advanced program managers. If you're a site manager looking for information about managing Opportunities, click hereIf you're a program facilitator looking for information about reviewing Opportunities, click here


Waitlists are great for when you need a backup plan for your Opportunities! If an Opportunity reaches capacity, then a waitlist can be enabled for volunteers interested in filling in when a spot opens up. Here we cover: 

 So you know: This feature is only available when a site manager enables waitlists in their Main Settings


How do waitlists work? 

If your site manager has enabled waitlists, then when an Opportunity fills up—or reaches capacity—then volunteers can choose to be added to a waitlist when responding to those Opportunities. When a spot becomes available, you can then move those waitlisted volunteers into those spots. Spots can become available if: 

  • You or a site manager delete a volunteer's response to the Opportunity. 
  • A volunteer decides to unregister for the Opportunity. 
  • If you change the capacity or add more shifts to an Opportunity. 

How do I manage the waitlist? 

You can add a response for volunteers on a waitlist when spots become available, remove volunteers from the waitlist, and export waitlist data!

How do I add a response for waitlisted volunteer?

To add a response for a waitlisted volunteer: 

1. Go to Volunteerism > Opportunities2. Click on the Opportunity Title that you need to update. 3. Scroll until you see Waitlist

4. If a spot is available, then a (+) appears under the Options column. 

5. Click the (+) under Options for the waitlisted volunteer that you want to add a response for. 

6. A popup appears to confirm this action. Click Yes to confirm and send the volunteer a notification about the response or No to cancel. 

How do I remove a volunteer from the waitlist?

To remove a volunteer from a waitlist: 

1. Go to Volunteerism > Opportunities

2. Click on the Opportunity Title that you need to update. 

3. Scroll until you see Waitlist

4. Click the (X) under the Options column for the volunteer you want to remove from the waitlist. 

5. A popup appears to confirm this action. Click Yes to confirm or No to cancel. 

How do I export my waitlist data?

To export waitlist data for an Opportunity: 

1. Go to Volunteerism > Opportunities

2. Click the Opportunity Title that you need to update. 

3. Scroll until you see Waitlist

4. Click the Export button.