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# Offering places from the waitlist screen

# Offering places from the Waitlist screen

Xap offers a comprehensive waitlist feature that can be used to streamline the enrolment process from start to finish. Waiting list applications can be managed in Xap via an enterprise or centre level access.

###### Included in this article:

* [Offering a place](#3-offering-a-place)
* [Offering places options](#3-offering-places-options)
* [Confirming waitlist request places](#3-confirming-waitlist-request-places)
* [Offer Days/Program](#3-offer-daysprogram)
* [Offering places if the room is full](#3-offering-places-if-the-room-is-full)
* [Viewing Offer vs Request](#3-viewing-offer-vs-request)

### Offering a Place

To offer a place from your Waitlist:
1. Select the **waiting list** screen from the left-hand menu.
2. Select the **waiting list** tab
3. Select the **3-dot** icon next to the waiting list application that you would like to offer places to
4. Select **Offer** from the drop-down menu
|| Note: Waitlists need to be in the status of Active to be able to offer a place. **Draft** status means the family hasn't completed either the full EOI or Enrolment form, depending on the services settings.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_12gq6n3.png)
### Offering places options

There are 2 options when offering a place:
1. **Confirm places** - Means that the details from the waitlist request are correct, this includes:
* Program (Room)
* Booking Period - when booking commences
* Requested days - Days of booking
2. **Offer Days/Program** - Details of the waitlist require changing eg.
* Booking start days/days/room require changing.
* This also allows you to offer less/different days than what has been requested, in the example of the guardian identifying they will accept less days/flexible with days.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1pezseg.png)

### Confirming waitlist request places

To confirm the places:

1. Check the **Offer Expiry date** (guardian will be unable to accept after this date, however the offer can be resent by the service.)
2. **Offer places to waitlist if there are no vacancies** - This will allow the offer to be sent however it will **overbook** your room unless you manage the existing bookings for that room/days.
3. **Program** - Displays the name of the **program/room** the offer is for (this will create the booking for the child, so this needs to be correct)
4. **Bookings Period** - Displays when the booking will commence from and end.
5. **Requested days** - Days the guardian has requested and by selecting **confirm** will create the bookings for your service for these days.
6. If all details are correct, select **Confirm**
7. Select **Save** to send the offer to the guardian to be accepted.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1vp4jhi.png)

### Offer Days/Program

**Alternatively:** If you need to offer alternate days or program to the days/program requested, please select **Offer days/program**.

As per confirming places, the fields remain the same, however you can make changes to the information.

1. Select **Offer Days/Program**
2. Change the offer details to the required information
3. Select **Save**.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1kzqbhs.png)

### Offering places if the room is full

If you would like to offer a place to a family, however the room is at capacity for one or more of the days, you have the ability to override this and still create the offer.
||| Note: This will allow you to overbook your rooms limit, please check this information before proceeding.

The below error will appear to advise you of the room's capacity and also the day/s that are at capacity.
To proceed, you can tick the box **Offer places to the waitlist if there are no vacancies**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1y8lnnw.png)


| The Family will receive an email with the Offer. They will be able to accept this via the Web Portal for Guardians and Carers. The Guardian process can be found here: [Accepting an Offer and Completing the Enrolment Form](https://help.xap.rocks/en/article/how-to-accept-an-offer-and-complete-the-enrolment-form-1i9j867/)

### Viewing Offer vs Request

Once the offer has been sent, you can view this via the Waitlist screen or via your [Waitlist Dashboard report](/en/article/waitlist-dashboard-report-1v9rplk/).

To view via the Waitlist screen, select either:
1. Click on the Requested Days/Program or
2. Click onto the modal icon
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1gq5mw5.png)

|| If you have further queries, please refer to our other support documents or call Xap on 1300 543 792.