The automated waitlist creates a new account for each person who applies online and places them on your waitlist in the order they applied.
How the Automated Waitlist Works
When someone submits your join/application form, Member Splash creates a new account right away.
The account gets the next account number (Acct #). Numbers increase in order of submission date and time.
The account gets the Default Acct Type from your settings, usually "Waitlist" if your club has a waitlist.
Waitlist order
Order is set by Acct #: the lower the number, the higher the applicant ranks. For example, Account #1001 is ahead of #1002, which is ahead of #1003.
This keeps the process fair and first-come, first-served.
Viewing Your Waitlist
Go to Membership > Accounts.
Click Filters, set Account type to Waitlist, and click Apply. Click Save as view to reuse it.
Click the sort arrow on the Acct # column to sort lowest first.
The account with the lowest Acct # is at the top and should be offered the next open spot.
Offering Membership to a Waitlist Account
Find the waitlist account with the lowest Acct #.
In Membership > Accounts, click ... next to the account and choose Edit.
On the Details tab, change Account type from Waitlist to your active type (for example, Offered Membership) and save.
If notifications are enabled, the member is notified. They can then use the member portal and complete any required payment or next steps.
Tip: To change several accounts at once, select them and use Bulk Actions > Change Account Type.
Manually Adding Someone to the Waitlist
Create the account manually and set its account type to Waitlist.
It gets the next available Acct #, which places it at the end of the current waitlist.
Important: Account Numbers vs. Custom Fields
⚠️ Critical: Only the system-generated Acct # increments automatically and should set waitlist order. Custom account fields named "Waitlist" or "Waitlist Number" do NOT increment automatically and should NOT be used to order the waitlist.
Setting Up Your Waitlist
Default account type
Click Settings, then go to Members > Account Settings.
Set Default Acct Type to Waitlist (or your waitlist account type) and save. All new applications now go to the waitlist.
When you are ready to stop using the waitlist, change Default Acct Type to an active type (for example, Offered Membership). New applications are then created with that type.
Application form
Your waitlist/application form was set up during onboarding with the connections needed to create accounts. See The Application or Join Form That Creates Member Accounts.
⚠️ Important: The mapping that connects your form to Member Splash is critical to creating accounts. Incorrect changes stop accounts from being created. Contact Member Splash support before changing technical form settings.
Waitlist Best Practices
Communicate clearly: tell applicants they are on a waitlist, that position is set by application date and time, and how they'll be notified. Give approximate wait times if you can.
Review regularly: check the waitlist often so you can offer open spots promptly, and remove expired or inactive applications.
Keep applicants engaged: send periodic status updates, offer limited access to events or facilities, or share estimated timelines.
Track conversions: watch typical wait times, waitlist-to-member conversion rate, and drop-off rate to estimate future waits and plan capacity.
Troubleshooting
New applications aren't added to the waitlist
Check that Default Acct Type is set to Waitlist in Settings > Members > Account Settings.
If it is, the form's connection to Member Splash may have a problem. Contact Member Splash support.
Waitlist order seems wrong
Make sure you are sorting by Acct #, lowest first, not by a custom waitlist field.
Manually created accounts are numbered by when they were created, not when the person first showed interest.
If numbers look out of sequence or changed by hand, contact support.
Can't find waitlist members
Check the filter is Account type = Waitlist.
They may already have been moved to an active type.
Check Default Acct Type and confirm recent accounts got the right account type.