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# Waitlists - Waitlist Fee Charge

# Waitlists - Waitlist Fee Charge

Within the Xap Waitlist process, services can apply a **Waitlist Fee** to families. This fee is required for a family to be placed on your waitlist and has the following characteristics:

* It is **set at the Organisa**t**ion/Provider or Centre level**
* It is a **fixed amount** required to join the waitlist

The Waitlist Fee must be paid:
* **Before** a waitlist enquiry can proceed
* **Before** an offer of a place can be made at your service
This ensures that only families who have completed payment are eligible to progress through the waitlist and receive placement offers.
| Note: We recommend customising the **New Waitlist Application Notification to Guardian** email template to advise of the Waitlist fee to be paid. see [View or Edit System Email Templates](https://help.xap.rocks/en/article/managing-email-templates-qzhvr8/?bust=1777500679774#3-view-or-edit-system-email-templates)

### Actions
1. Enabling a Waitlist Fee Charge
2. Viewing a Pending Waitlist payment
3. Waiving a Waitlist payment

### Enabling a Waitlist Fee Charge
1. Select your Settings screen
2. Select the Waitlist Configuration icon
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1i9bn05.png)
3. Select the **Organisation/Provider or Centre**, in this example the Waitlist is set to Centre level.
4. Select **Edit**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1mgjk2.png)

5. Add in the **Waitlist Charge amount** (this is unable to be adjusted per waitlist and is a set amount)
6. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_12pt2do.png)

### Viewing a Waitlist Charge

Within the Waitlist screen the status of an unpaid Waitlist Registration fee will display as **Payment Pending**.
Once the payment has been made by the Guardian, the status will change to either **Draft** or **Active**.
|| This will occur for a Waitlist that has been converted from a Lead or imported from an external CRM). If a Waitlist is made via your Website, the Guardian will be prompted to make the payment at the time of application

This charge will be automatically applied to the Waitlist when:
* Converted to a Waitlist from a Lead
* Added straight onto the Waitlist by a Service, Guardian or via a Lead CRM integration.
| Note: Once the Guardian commences completing the EOI/Enrolment Form the status will update in Xap Waitlist from Draft to Payment Pending.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_mjl3q7.png)

### Waiving a Waitlist Charge

As a Service, you may choose on a case-by-case basis to **waive** the Waitlist Registration Fee.

You will be able to **waive** the Waitlist fee once the EOI/Enrolment form details have been completed by offering them a position.
||| Note: Please check the sections of your EOI/Enrolment form are completed before offering the place)

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

1. Select the **3-dot menu** next to the waitlist enquiry
2. Select **Offer Places**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ew0ocu.png)
3. **Confirm** or **Offer Days/ Program** as required
4. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_117uqqq.png)

The Pending Enrolments screen will always display the incomplete section/s.


![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_hiq70a.png)