Import People to Your Lists

If you already have a long list of people on your list and want to import them into WaitlistPlus, we will import the list for you.

Requirements

  1. You have a file that contains your list. Typically this is a csv, xls, xlsx file, but we could process other formats as well. See below for File Layout tips
  2. You have paid for a 1 year subscription.

Steps To Import a List

  1. Create a WaitlistPlus account
  2. Setup your lists and custom fields and test out your setup during your free trial period
  3. Send us a copy of the file you’d like to import so we can review it and let you know if:
    1. It’s importable or not
    2. If there are any changes we need you to make to the file, or your account setup
  4. Pay for your 1 year subscription
  5. Send us a recent copy of your list with any changes made that we have requested
  6. Wait. We usually are able to process imports within a few days if not the same day. It partly depends on how much we have to modify the file to do the import.

File Layout

There are a couple basic rules that if followed we will almost always be able to import your data.

  • All members of a family should be on the same row. If you have two parents, and 1 child, they should all have their own columns on a single row. For example:
  • Name fields should be separated into columns for each part. In the example above, there is a column for first, and one for last name.
  • Each person on the list should have a DateAdded column. This is the indicator that a person should be added to a list, and is not just a family member added for additional information.
  • If you have date based lists, you must include a Birthdate column that has a valid date.

Can I import my data for use during my trial period?

Unfortunately not. We require a paid 1 year subscription to help offset the cost of doing the import. Every list we get is different and usually takes a few hours by a human to review and massage the data to guarantee a successful import.

While we understand there may be benefits to having your own data for a trial, that’s not really the purpose of our 30 day trial. The purpose of the trial is to learn the features of the software, and give you a chance to configure your account to your liking. This can easily be done by entering some fake person information, and/or your own information.

If you are happy with your account setup and would like to make a purchase prior to the expiration of the 30 day trial, that is perfectly fine.

Email Content

There are a few emails which can be sent automatically by WaitlistPlus. You can modify the content of these emails.

Editing Email Content

Go to Settings > Site Settings > Email Content and click Edit next to the email content you would like to edit.

The Edit page allows you to modify the Subject and Body of the email that will be sent

Adding content from your list

Within the body of the email you can add placeholders that will be replaced with information about the people on your list. In the example above, the placeholder <to-person-first> will be replaced with the first name of the recipient of the email.

Placeholders

Below is a list of placeholders and an example output for an email sent to “Marry Poppins” about her daughter “Emma” who is on the waiting list.

PlaceholderDescriptionSample
<person>The full name of the person on the waitlistEmma Poppins
<person-first>The first name of the person on the waitlistEmma
<person-last>The last name of the person on the waitlistPoppins
<to-person>The full name of the recipient of this emailMarry Poppins
<to-person-first>The first name of the recipient of this emailMarry
<to-person-last>The last name of the recipient of this emailPoppins
<confirm-button>A button that will allow your customer to update their status
<confirm-link>A link that will allow your customer to update their status
<portal-button>A button to the customer portal for this person
<portal-link>A link to the customer portal for this person

Custom Button Placeholder

If you have another url that you need to send your customers to and would like to add a styled button you can add a placeholder formatted as below.

<custom-button>https://www.google.com|Google</custom-button>

This placeholder will create a button with the text of “Google” and when clicked will take you to google.com.

Just replace the url and button text with your own and add it to your email content. Make sure to separate the url and text with a pipe “|” character.

API Integration

Our API is in beta mode. If you are interested in participating in the pilot please contact support

Overview

WaitlistPlus has a webhook API available if you would like to integrate our data in your own software. A webhook is the act of WaitlistPlus making an HTTP POST request to your application’s API when an event occurs. This way we are able to immediately notify you when an event occurs.

This is an advanced feature and will require involvement from your IT/Development team to integrate with your software. Because of the complexity and variance of software systems, we cannot assist you with the implementation of this feature.

Setup

While in beta mode, you must contact support to enable this feature. You will need to provide your web service url that you would like the webhook POST requests sent to. To ensure your data is encrypted, we require using HTTPS (ssl) for your webhook url.

Data

Data about the event will be formatted using JSON. An example of the full JSON document that would be POSTed to your webhook URL is below followed by a brief description of some of the more interesting fields.

Example Json

{
  "type": "AddPerson",
  "data": {
    "PersonId": 590879,
    "PersonGUID": "61aa3829-90f4-ec11-b47a-2818783e44b5",
    "FamilyPersonId": 590879,
    "Fields": {
      "First Name": "Jack",
      "Last Name": "Sparrow",
      "Birthdate": "8/9/2021",
      "Priority": "P2-Family of Staff",
      "Phone #": "",
      "Phone # Alternate": "",
      "Email": "",
      "Days Available": "Tuesday,Wednesday",
      "Location": "Springfiled"
    },
    "Notes": [
      {
        "LastEditDate": null,
        "LastEditBy": "online",
        "Text": "Needs to be seen soon"
      }
    ],
    "Waitlists": [
      {
        "Name": "Infants",
        "Position": 4,
        "AddedDate": "2022-06-25T14:07:35.4539461",
        "RequestedDate": "2022-06-30T05:00:00"
      }
    ]
  }
}

Field Details

  • type – (AddPerson, UpdatePerson, DeletePerson) this describes the event that occurred. See Events below for more details.
  • PersonId – a unique identifier for this person
  • PersonGUID – an alternate unique identifier for this person, we use it in email notifications and links to portal pages
  • FamilyPersonId – the PersonId of the first person created in a family. You can use it to link all members of a family together.
  • Fields – a list of all custom fields you have created for your site. Since this list will change for each customer, the json above is only an example. Your list will likely differ.
  • Notes – a list of notes for this person. Each note will contain the following:
    • LastEditDate – when the note was created, or last changed if it’s been updated
    • LastEditBy – full name of the person who created the note, or most recently updated it
    • Text – the actual content of the note
  • Waitlists – the details of the list this person is on, if any
    • Name – name of the list
    • Position – the position that they appear in on the list. This is one of the few fields we do not track updates to. See Events below for more information.
    • Added Date – the date the person was added to the list (this may have a different name in your account)
    • Requested Date – their requested start date (this may have a different name in your account)

Events

Below is a list of events that will trigger a webhook notification to be sent to the web service url you have specified.

Person Updates

The following events within WaitlistPlus will trigger a webhook to be sent. This will be represented in the type field in the json response.

  • AddPerson – person created by admin or through customer signup page
  • UpdatePerson – any change to an existing person including:
    • Any of the person fields
    • All Note changes (Add/edit/delete)
    • Waitlist change or removal. This could be caused by a change manual change from the admin, a change to list settings like age range, or changed by our nightly process if they have aged out of an age based list
    • Customer portal confirmation
  • DeletePerson – when a person is deleted from your site. This is not the same as removal from a list, which is included in “UpdatePerson”

Events that will not trigger a webhook

  • List position update – for example, if you removed one person from a list, you’ll get a webhook for that person, but not all of the people behind them in the waitlist, that now have a position one higher than they did before.

Example of Integration

The below video provides a step by step example of using make.com and Google Sheets to integrate with the WaitlistPlus API . There are many other ways to integrate with the WaitlistPlus API, we are just providing a single example here for reference.

See the Future

We don’t have a crystal ball, but we can give you a glimpse into the future to see what your lists may look like on a later date.

Note: This feature only works for age based lists. See list types here: Setting up Lists

How to turn on

When viewing your list, click on the See the Future button near the top right of the page. This will pop up a calendar where you can choose a date in the future.

After selecting your date, the list will automatically move people around as if it were that date. Using the list above as a starting point, you can see below what happens when I choose a date 7 months in the future.

  • Mary has moved off the list because she is now 24 months old and too old for the 1 Year Old list.
  • Ben stays on this list, but you can see that is age has changed to 21 months.

Viewing other lists

See the future will stay on until you turn it off. If you click to view another list, your future date setting will persist. You’ll now be seeing that list as if it were the future as well.

How to turn off

To turn off See the Future click on the See the Future button which now has an eye icon and date. Then click Clear at the bottom of the calendar. This will turn off the feature for all lists.

Multiple lists for the same age range

If using Age or Birthdate based lists, age ranges must be unique across lists. This is required because for automatic placement to work, we need to identify a single list for someone in that age range. Fortunately there are a few options if you find this does not meet your needs.

Options

  1. Use a single list for an age range (Recommended) – When a spot opens up in any of those classes, pull from the single waitlist.
  2. Use Manual lists instead – If you have a significant need to see your lists split up by class, you can change them to “Manual” placement and just place and update the lists manually as they age.
  3. Use a single list, with additional form fields – The single list will make sure they are automatically placed in and moved to the correct list as they age, but it will allow you to quickly find people who meet the criteria of the specific classes you have. More information on this option is below.

How to use a single list, with additional form fields

If you have multiple classes for a single age group and you want to quickly find children within a single list that meet the criteria of a specific classroom you can add form fields to your form, and filter your lists using those fields.

Step 1 – Create new form fields

  1. Go to Settings > Site Settings > Form Fields
  2. Click on the Add Field button.
  3. Fill out the options and click Save
  4. Here is an example of a form field for Gender. Which may be one way you would split an age range into multiple classes. This concept applies to what ever you would use to split the classes.

Step 2 – Collect information

Once your new form field is created, it will appear on the Add Person form.

Step 3 – Filter your list

  1. View your list by clicking on the list name in the top header.
  2. Click the Filter button near the top of the page
  3. Select the field and value that you want to filter by, and click the Search button

After filtering

Send an email to people on your list

If you need to update people on one or more of your lists you can get a comma separated list of emails and use your own email client to send them.

Go to the Email Addresses Page

Here are the two ways to get your list of emails.

From the Home Page

On the home page click Export > Get Email Addresses

From a List

While viewing your list, Click on the Email button

Getting Emails

Once on the Email Addresses page, you can select which lists you want to include and what you want to separate them by. “Comma” is supported by most email clients.

Then click Get Emails. The result will be a long string of text which you can copy and then paste into the To line in your email client.