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Spots and waitlists
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This page explains how KeepsYa counts how full an event is, and what happens when
it fills up.
Spots are counted per child
A “spot” is one child, not one family. If a parent signs up two kids, that
uses two spots. So if your camp has 20 spots, that means 20 kids, even if
they come from only 12 families.
You set the number of spots in the event’s Registration & Payment box, under
Overall capacity. If you type 0, it means unlimited (no limit).
What “full” means
When someone tries to sign up, KeepsYa does the math:
- Spots left = your capacity minus the spots already taken.
- If there is enough room for everyone in their sign-up, they get in.
- If there is not enough room, one of two things happens:
- If you turned on Enable waitlist when full, they become Waitlisted.
- If you did not, the form tells them the event is full and they cannot sign
up.
Packages have their own limits
If you offer packages (like “Full Week” and “Drop-in”), each package can have
its own number of spots. So “Full Week” might be capped at 10 while “Drop-in”
is unlimited. KeepsYa checks the package the person picked, not just the whole
event. A package can also have its own waitlist.
How the waitlist works
- People on the waitlist are kept in order, first come first served. Each one
has a position (1st, 2nd, and so on), which they can see in their email. - When a spot opens up (for example, someone cancels), KeepsYa moves the next
person up automatically to fill it. You do not have to do this by hand. - For multi-day camps that use a per-day limit, the waitlist works per
day: someone waiting for a full Tuesday is promoted the moment a Tuesday spot
frees.
Good to know: Being on the waitlist does not charge anyone. Money is only
handled once they actually have a spot.
Per-day limits for camps
For a multi-day camp, you can cap each day instead of (or as well as) the
whole camp. Use Players per day in the event’s settings. This is handy when
your space only holds so many kids at once on any given day. KeepsYa then tracks
each day separately and runs a separate waitlist for each day.
Day passes and joining a camp in progress
For a multi-day camp you can sell day passes, an à la carte ladder from the
full event down to a single day. Set the full price, then click Suggest day
passes from full price (the button appears as soon as the dates span more than
one day) and KeepsYa builds the ladder, most days first, fewer days costing a bit
more per day; edit any row. A family picks a pass and then chooses which days.
A multi-day camp also keeps taking sign-ups while it runs (through its final
day), so a family can still join. Once it has started, the day-picker only offers
the remaining days, days that have already passed drop off, and any pass that
needs more days than remain is hidden. Each day a family joins still counts against
that day’s limit and can land on that day’s waitlist, exactly as above. (You can
turn off in-progress sign-ups per event with “Keep registration open while the
event is in progress.”)
Checking how full an event is
Go to KeepsYa → Rosters. The list shows each event with how many spots
are filled out of the total, so you can see at a glance what is selling out and
what has room.