Program Enrollment & Class Waitlist Fill System
A done-for-you sports and recreation automation built for the Recreation Center Director, connecting Twilio, Google Sheets, and Stripe so the work below happens on its own.
What this automation does, step by step
When program registration opens (swim lessons, adult fitness classes, youth basketball) enrollment is captured through the online portal and capacity is tracked in real time.
When a class fills, additional sign-ups are added to the waitlist automatically and the registrant is notified of their waitlist position.
The moment a spot opens due to a cancellation or withdrawal, the first person on the waitlist is automatically texted with a 24-hour window to claim the spot before it moves to the next person.
The recreation center director sees current enrollment across all programs versus capacity targets in a single dashboard, making it easy to identify underpopulated programs that need a promotional push and overpopulated programs that need a second section.
- Recreation management software (e.g., ActiveNet, Rec1, or CivicRec)
- Zapier or Make.com
- Twilio (waitlist spot notification SMS)
- Stripe (enrollment payment)
- Google Sheets (enrollment dashboard)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without this system, a recreation center director manually pieces together information from different places, then has to relay it to everyone who needs it. It's the kind of work that quietly eats hours every week.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
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