Use this guide when your lists already contain people. Review ranges, sorting, and placement together so a configuration change does not unexpectedly remove people from active membership. You need Admin access.
Before you change anything
- Check the selected site and write down the current list names, placement ranges, sorting, and any paused lists.
- Open Reports and export your current lists before making changes. Keep the file as a reference for people, dates, and positions. An export is a reference copy, not an automatic restore button.
- Plan the complete set of replacement ranges before opening Settings > Lists > Edit Lists. Make related range changes in one edit session and save them together.
Keep sorting separate from placement
| Setting | Question it answers | Choices |
|---|---|---|
| List Sorting | In what order do people appear within this list? | Date Added or Manual |
| List Placement | Which list does a person belong to? | Age, Birthdate, or Manual |
A list can use Age placement and Manual sorting at the same time. Changing how a list is sorted is not the same as changing which list people belong to.
When you change sorting to Date Added and save, positions are recalculated using Date Added and priority. Check the resulting order rather than expecting previous manually assigned positions to remain unchanged.
Adjust age or birthdate ranges
For example, suppose two existing lists cover ages from birth up to two years, and you want the division to occur at six months instead of one year:
| Existing list | Before | After |
|---|---|---|
| Younger children | 0 to 1 Years | 0 to 6 Months |
| Older children | 1 to 2 Years | 6 to 24 Months |
- Go to Settings > Lists > Edit Lists.
- Update both rows in the same editing session. Check units carefully: two years and 24 months cover the same intended span in this example.
- Check that the combined range still covers everyone you intend to keep. The app requires contiguous ranges with no gaps; check that the boundaries meet and do not overlap.
- Click Save.
- Review both lists and search for applicants near the changed boundary. Check Date Added, priority, and position against your reference export.
The minimum is included; the maximum is excluded. For example, a child exactly six months old belongs in the 6–12 Months list, not the 0–6 Months list. Birthdate ranges follow the same minimum-inclusive, maximum-exclusive rule.
Age-based movement runs nightly. Review membership after saving configuration changes; do not confuse a deliberate range change with the normal nightly movement as people age.
List setup requires contiguous automatic-placement ranges with no gaps. Use the previous list’s maximum as the next list’s minimum, and keep the intended full span covered. A person who exceeds every configured range is removed from active list membership; their person record remains available in search.
Convert automatic placement to one manual list
The worked example below combines two age-based lists into a single manual list covering the same applicants. It is an illustrative configuration, not a request to delete people. Keep one existing list as the destination rather than creating an unrelated replacement record.
| Stage | List kept as destination | Other list |
|---|---|---|
| Before | Infants: Age, 0 to 6 Months | Toddlers: Age, 6 to 24 Months |
| First save | Children: Age, 0 to 24 Months | Delete the Toddlers list row in the same edit session before the first save |
| Second save | Children: Manual placement | No other age-based list in this example |
- Export the current lists and check that the full age or birthdate span you intend to preserve is covered.
- Open Settings > Lists > Edit Lists. Choose one existing row to keep as the destination.
- Rename that row if useful, keep its current automatic placement type, and expand its range to cover the full combined span. In this example, change Infants to Children with Age placement from 0 to 24 Months.
- In that same edit session, use Delete list to remove the other list rows that are being combined. In this example, delete the Toddlers row. Do not save between deleting a row and expanding the destination range: the complete first-stage configuration must cover the original combined range.
- Click Save to apply this first stage. Check that all intended people now belong to the destination list before continuing.
- Open Edit Lists again, change the destination’s List Placement to Manual, choose its desired List Sorting, and click Save.
- Open the final list and compare membership, dates, priority, and order with the pre-change export.
The two-stage conversion retains the people’s Date Added, priority, and history. Positions are recalculated using Date Added and priority; combining queues does not preserve everyone’s previous numerical position. Choose Date Added sorting in the second stage if you want that calculated order, or Manual sorting if staff will manage it afterward.
For Birthdate placement, use the same two-stage approach with a single combined birthdate range instead of an age range. Do not mix Age and Birthdate placement while preparing the intermediate stage.
Check the result and handle missing people
- Confirm that every intended applicant appears on the correct list.
- Check people exactly at a boundary and anyone close to the oldest allowed age or birthdate.
- Review positions: changing sorting or combining queues can produce a different order.
- Confirm that signup links and any paused-list settings still match the new configuration.
If someone is no longer on an active list, use Search people to find their existing record. Do not create a duplicate. After the immediate Undo notice is gone, adding them back requires manually adding a membership through Edit person; review Date Added rather than accepting today’s default unintentionally. See Manage a person’s place on a list.