Use a person’s existing record to move them between manual lists, edit membership dates, change status, or add them back after removal. A person can remain saved in WaitlistPlus even when they are not currently on a list.
Before starting, check the selected site and find the existing person using Search people. If you need help finding a record or family, see Add, find, and edit people and families.
Understand the details that affect a place on a list
- Placement determines which list a person belongs to. Age and Birthdate placement use automatic rules; Manual placement lets you select the list.
- Sorting determines order within a list. Date Added sorting uses membership dates; Manual sorting allows rearranging people. Priority may also affect their order.
- Date Added belongs to a list membership. It is different from Requested Start Date, which records when the applicant would like to start.
- Status describes the person’s progress on that membership, such as Waiting or Tour Scheduled. Priority identifies a priority group, such as a sibling priority; it is not a progress status.
Each membership can have its own position, status, Date Added, and Requested Start Date. For the list configuration options, see Setting up Lists.
Move a person to a different manual list
- Open the person’s details and click Edit person.
- In Waiting List, find the membership you want to change. If the person has several memberships, check the correct list before editing.
- Choose the destination manual list from the list selector.
- Review the membership’s Date Added and Requested Start Date, then click Save Changes.
- Open the destination list and check the person’s membership and position.
Moving to another manual list retains Date Added and recalculates position. A move does not guarantee the same numerical position on the destination list. Review the result against the destination list’s sorting and priority rules.
For an Age- or Birthdate-based membership, automatic placement uses the configured ranges and the person’s birthdate. Do not select a different manual list if you intend to keep automatic placement. Check incorrect birthdates on the person’s record and incorrect ranges in list settings. Read Changing List Settings before changing ranges that affect existing people.
Add a person to another list
An Admin must enable Settings > Site Details > Allow Multiple Lists if the person should keep their current membership and join another list.
- Open the existing person and click Edit person.
- Click Additional List when available.
- Select the additional list and review Date Added and Requested Start Date for that membership.
- Click Save Changes and check both memberships on the person’s details.
A person cannot belong to more than one age-based list. See Add a Person to Multiple Lists for setup and limitations.
Change membership dates
- Open the person and click Edit person.
- Find the correct membership under Waiting List.
- Update Date Added or Requested Start Date, then click Save Changes.
- Review the person on the list. Changing Date Added can change their position under date-based sorting.
Keep the original Date Added when you intend to preserve how long a person has been waiting. Requested Start Date records a preference; it is not the birthdate used for age-based placement.
Reorder a manually sorted list
- Open the relevant list.
- If the list uses Manual sorting, drag the person to the intended position.
- Check the resulting order. If you cannot rearrange people, ask an Admin to check Settings > Lists > Edit Lists > List Sorting.
Manual sorting is different from Manual placement. A list can use automatic placement while allowing staff to manage its order. Before changing sorting for an existing list, review Changing List Settings.
Change status or remove someone from a list
Use an intermediate status, such as Tour Scheduled, when someone should stay on the list. Use the appropriate Complete or Removed status when their active membership should end. Your site may use different displayed names for these status types.
- Open the list and use the status button beside the person, or open the person’s details and use the status button on the relevant membership.
- Choose the new status. If a removal reason is requested, select the appropriate reason and finish the change.
- Check the result. A Complete or Removed status takes the person off the active list. If you made a mistake and an Undo notice is still available, use it immediately.
Alternatively, the Edit person form has Remove from List beside each existing membership. Use it for the membership you intend to remove and save the form. For status types, reasons, and bulk updates, see List Status.
Add someone back after removal
Once the immediate Undo notice is gone, add the person back to the list manually. Use the existing person record rather than creating a duplicate.
- Find the person with Search people, or open them from Activity > List Removals.
- Open their details and click Edit person.
- If they are not currently on a list, click Add to List. If they still have another membership and need an additional one, use Additional List with multiple lists enabled.
- Choose the manual list, or automatic Age/Birthdate placement as appropriate. Review Date Added carefully: adding a membership can default to today’s date. Enter the appropriate original date if that is how you intend to reinstate their wait.
- Review Requested Start Date, click Save Changes, and check their position and status on the list.
Do not assume adding a membership back will recreate its former numerical position. Position is recalculated for the list; check the dates, priority, and sorting rules.
Removing a membership is not deleting a person
Remove from list ends a membership; the person can still be found in search. Delete person is a different action on the person record and should not be used to move them or take them off a waitlist. Keep the record when you need its family details or need to add the person back later.