Articles on: Waiting List Module

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 Organisation/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

Actions

Enabling a Waitlist Fee Charge
Viewing a Pending Waitlist payment
Waiving a Waitlist payment

Enabling a Waitlist Fee Charge

Select your Settings screen
Select the Waitlist Configuration icon

Select the Organisation/Provider or Centre, in this example the Waitlist is set to Centre level.
Select Edit

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

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.

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)

Select the 3-dot menu next to the waitlist enquiry
Select Offer Places

Confirm or Offer Days/ Program as required
Select Save

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

Updated on: 01/05/2026

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