The waitlist form is a special form connected to Member Splash that automatically creates new accounts when prospects apply online for membership.
Overview
The automated waitlist allows prospective members to apply online and be automatically added to your waitlist in order of application. Member Splash creates their account immediately and assigns them a position based on when they applied, ensuring a fair, first-come-first-served process.
How the Automated Waitlist Works
When Someone Applies
When a prospective member submits an application through your join/application form, Member Splash automatically creates a new account in your database and assigns a unique account number that incrementally increases based on the date and time of submission. The account is then assigned the default account type specified in your Member Splash Settings, which is typically "Waitlist" if your organization currently has a waitlist. This account number determines their position on the waitlist.
Waitlist Order
Waitlist order is determined by Account Number — the lower the account number, the higher the applicant ranks on your waitlist. For example, Account #1001 is ahead of Account #1002, which is ahead of Account #1003, and so on. This ensures a fair, first-come-first-served order based on when applications were submitted.
Managing Your Waitlist
Viewing Your Waitlist
To view all members currently on your waitlist, navigate to the Accounts section and filter by Account Type = Waitlist. Sort by Account Number in ascending order to see the waitlist in proper order. The member with the lowest account number is at the top of your waitlist and should be the next person offered membership when a spot becomes available.
Converting Waitlist Members to Active
When a membership spot becomes available, identify the next person on the waitlist by finding the account with the lowest account number. Open their account and change their Account Type from "Waitlist" to your active membership type, such as Offered Membership. The member will receive notification of their membership activation if notifications are enabled, and they can now access the member portal and complete any required payments or next steps.
Manually Adding Someone to the Waitlist
If you need to manually add someone to the waitlist, create their account manually in Member Splash and set their Account Type to "Waitlist." Their Account Number will be assigned automatically based on when you create the account, which will determine their position. Note that manually created accounts will receive the next available account number, placing them at the end of the current waitlist.
Important: Account Numbers vs. Custom Fields
⚠️ Critical: Only the system-generated Account # field will automatically increment and should be used to determine waitlist order. If you have created custom account fields with titles like "Waitlist" or "Waitlist Number," these will NOT automatically increment and should NOT be used to determine waitlist order. Always use the Account # field for accurate waitlist ranking.
Setting Up Your Waitlist
Default Account Type Setting
The account type assigned to new applications is controlled by your Default Account Type setting in Member Splash Settings. To use the automated waitlist, go to Settings > Member Splash Settings and set Default Account Type to "Waitlist" or your designated waitlist account type, then save your changes. Once configured, all new applications will automatically be added to the waitlist.
When you're ready to stop using the waitlist and begin accepting active members, simply change the Default Account Type to an active membership type, such as Offered Membership. New applications will then be created as active members instead of waitlist members.
Application Form Setup
Your waitlist/application form was set up during your Member Splash onboarding with all the proper technical connections to create accounts automatically. For information about your application form and how it works, see The Application or Join Form That Creates Member Accounts.
⚠️ Important: The technical mapping that connects your form to Member Splash is critical to the account creation process. Incorrect changes will prevent accounts from being created properly. If you need to modify technical form settings, please contact Member Splash support for assistance.
Waitlist Best Practices
Communicate Clearly
Make sure applicants understand they are being added to a waitlist, that their position is determined by application date and time, and how they will be notified when a spot becomes available. If possible, provide approximate wait times to set appropriate expectations.
Review Your Waitlist Regularly
Check your waitlist frequently to identify when spots become available so you can convert waitlist members promptly when membership opens up. Also remove expired or inactive waitlist applications as needed to keep your list current and accurate.
Keep Waitlist Members Engaged
Consider sending periodic updates on waitlist status, offering limited access to events or facilities while members wait, or providing estimated timelines when possible. Keeping applicants engaged while they wait can improve conversion rates when spots do become available.
Track Waitlist Conversions
Monitor how long people typically wait before receiving membership, your conversion rate from waitlist to active membership, and waitlist drop-off rates. This information helps you better estimate wait times for future applicants and can inform decisions about membership capacity.
Troubleshooting
Problem: New applications aren't being added to waitlist
If new applications aren't appearing on your waitlist, first check that your Default Account Type is set to "Waitlist" in Member Splash Settings. If the setting is correct but applications still aren't being added to the waitlist, there may be a technical issue with your application form's connection to Member Splash. Contact Member Splash support to review your form configuration.
Problem: Waitlist order seems incorrect
If your waitlist order doesn't seem right, verify that you're sorting by the Account # field and not a custom waitlist field. Make sure you're viewing in ascending order so the lowest account numbers appear first. If accounts were created manually at different times, their account numbers will reflect when they were created rather than when someone might have initially expressed interest. If account numbers appear to be out of sequence or you suspect they've been manually changed, contact support for assistance.
Problem: Can't find waitlist members
If you can't locate waitlist members in your system, double-check that you've applied the correct account type filter (Account Type = Waitlist). It's also possible that waitlist members have already been converted to active status. Review your Default Account Type setting to ensure new applications are being assigned the "Waitlist" type, and check recent account creations to verify they're receiving the correct account type.