Getting Started – Basic Setup

This video will go over the key settings that you need to get started using WaitlistPlus. We cover List setup, priorities, form fields and other basic settings.

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.


  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 send an email right from WaitlistPlus or you can get a comma separated list of emails and use your own email client to send them.

Send an Email

  • While viewing your list, Click on the Email button
  • Fill out the email Subject and Body
    • In the Body section, you can use placeholders to fill in details about the person on your list, or email recipient.
  • Click Send

If you want to send the email to all lists choose [All Lists] from the list dropdown

Get Email Addresses

  • On the home page click Export > Get Email Addresses
  • 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.

Setting up Lists – Lists with Placement for Age and Birthdate?


Three of my classrooms need to be based on age. The others need to be based on birthday with a September 1st cut off date like the public schools. Why won’t WaitlistPlus let me do this? How should I setup my lists for this situation


The reason why we don’t allow this is because you have people who could be on more than one list, or fall between the lists. For example.


  • Your lists
    • Toddler – Age 0-24 Months
    • PreK – Birthday 1/1/2018 – 1/1/2020
  • Today is 6/1/2020

The problem with this setup is that if today is 6/1/2020 and a person has a birthdate of 12/1/2019 (7 months old), they would fall under both lists. Since we automatically assign and move people for age/birthdate lists, we wouldn’t know which one to put them on.

If you consider the future and move today up to 6/1/2022, and have a person with a birthdate of 3/1/2020, they will not fall on any list. They will be 27 months old, and have a birthdate that falls outside the PreK range.

Possible Solution

  • Change the List Placement of your Birthdate lists to Manual. For reference, you can add the date range into the List name.
  • Create an extra age-based list with an age range that roughly fits the birthdays you had in your birthdate lists. This will be used as a “holding area” to put kids who need to be assigned to one of your Manual lists.

When you add a new person, you can choose one of the manual lists based on their birthdate. For the customer signup forms, just provide the “Link for auto placement lists (Age or Birthdate)”. When a customer signs up with an age within that rough birthdate range, they’ll be placed into the “holding area” list. You can review that list from time to time and move people from it to the appropriate manual list based on their birthdate.

Your lists may look something like this:

Subscription Pricing


We offer two subscription levels, a Basic and Premium level. For the feature breakdown of these levels, review our pricing page

Pricing tiers

The Basic level allows for up to 100 people actively on your list at one time. The Premium level pricing is based on the amount of people on your list. Below is a breakdown of all of the Premium pricing tiers available.

Number of PeopleMonthly PriceYearly Price
5001+Contact Us Contact Us
All Prices in USD

How is number of people calculated?

Your usage will be calculated by looking at all of your lists and totaling the number of people on them.

  • This total does not include family members who are not directly on a list.
  • This total does not people who have been removed from one of your lists

How do I update my subscription to another tier?

Go to Settings > Site Settings > Subscription and click on the Edit button next to your current plan. There you can change your teir, and set your payment frequency (monthly or yearly)

WaitlistPlus Overview

Our quick overview video is the best way to learn about WaitlistPlus. After that we highly recommend signing up for a free 30 day trial to dive in and give it a full test drive. Sign up for 30 day trial (no credit card needed)

Supporting Multiple Locations

Many customers have multiple locations, and would like to setup WaitlistPlus to manage their lists at each location. There are two different ways of doing this. You can choose which way meets your needs.

Two separate accounts

When to use this method

  • If you want to separate the administration (access by your staff) of the lists between locations
  • If you want a cleaner separation between locations for customers


Go to Settings > Your Account > Sites. Click on “Create New Site” Follow the steps to complete site creation. Your existing user account will have access to this site as well, but you’ll have to grant other users access to the new site.

If you do not want the same user account to have access to both sites, go to the registration page and create a new user account and site for each location.

One account with a “Location” field

When to use this method

  • If your customers are likely to sign up for multiple locations
  • If you have a smaller number of customers on your list, and you want to save some money on subscription fees


Go to Settings > Site Settings > Form Fields. Click the “Add Field” button. For Type select “Dropdown – Select Multiple Options” and enter the list of locations that you have.

Once your new field is setup, It will appear on the form like this.

When reviewing your lists, you can filter on this new field to see only the people who are interested in a specific location.

Adding Users to Your Account

Go to Settings > Site Settings > Users. There you can add as many users as you need. All users will have full rights.

Once added, the new user will receive an email with a link to validate their account and set their password.

Birthdates are required on Age Based Lists

Birthdate is required when you have Age Based lists.  If we do not have an age, we would not know which list to put that person on.

If the parents have a due date, put that as the birthdate.  You can update it when the child is born.  

If they do not yet have a due date, you can check the “Trying” checkbox.  This will put them on the youngest list on your account.  If you do not have a Trying checkbox, go to Settings > Site Settings > Site Details and check the “Show Trying Checkbox” setting.

On the list, these children will have a birthdate of “Expecting”.  You’ll also notice they have a red exclamation mark next to their name indicating they are too young for the list.  This icon will also appear if a child’s due date in is the future, or your lists start at a later age then the child is.

Setting up Lists

One of the most important parts of setup is creating your list(s). You have to decide how many lists you need, what type of lists they are, and how they should be sorted. In this article we’ll help you get them setup.

Manage Lists Page

Go to Settings > Manage Lists or click on the Manage Lists button on the home page. Once on the Manage Lists page, click on Edit Lists to make changes. Depending on the options you chose in the setup wizard and any further changes, you’ll see something like this:

List Settings


Used to identify the list. It must be unique.

List Sorting

  • Date Added – The order of your list will be based solely on the Added Date of your customer. The people at the top of the list will have been on the list the longest, and the people at the bottom have been on the shortest.
  • Manual – You control the order of the list by dragging a person on the list to the position you want them. When a new customer is added to a list, they default to the very bottom.

List Placement

  • Age – If your business is a childcare or similar business where you group your children by age, choose this option.
    • When creating a new customer, they will automatically be placed on the correct list based on their age.
    • As they get older, they will automatically be moved to the correct group.
    • Once they are too old for any of the lists, they will be removed from your list.
  • Birthdate – If you run a school where classes are set by birthdate, this would be the option you want to choose.
    • When creating a new customer, they will automatically be placed on the correct list based on their birthdate.
  • Manual – As the name suggests, when adding someone to this list you will need to manually select which list they go on.

You cannot mix Age and Birthdate options. When you do this, there could be overlap and we could not automatically assign the person to a single list. You can mix Manual lists with Age or Birthdate lists. See this article for more information.


If you have chose Age or Birthdate as your list placement type, you will need to specify a start and end to the range for this list.