Frequently Asked Questions

WaitlistCare is waitlist management software designed for childcare centers, healthcare practices, and other service providers. It helps you organize your waitlist, communicate with contacts, collect documents, accept payments, and streamline your enrollment process.

WaitlistCare is built for any organization that manages a waitlist. Our most common customers include:

• Daycare centers and childcare providers
• Preschools and early learning centers
• Healthcare clinics and therapy practices
• After-school programs
• Senior living and assisted care facilities
• Service-based businesses with limited capacity

Yes! While spreadsheets work for small lists, they quickly become unmanageable. WaitlistCare offers:

• Automatic position tracking and management
• Self-service status checking for contacts
• Public self-signup links for your website
• Email notifications and customizable templates
• Document collection and review workflows
• Multiple team members without version conflicts
• Organization by groups and custom statuses
• Activity log for full audit trail

Yes! We offer a 30-day free trial with full access to all features. No credit card required to start.

Getting started is easy:

1. Sign up for a free trial account
2. Set up your organization and locations
3. Create groups (classrooms, services, etc.)
4. Import your existing waitlist or add entries manually
5. Share your self-signup link with new contacts

See our Quick Start Guide for a full walkthrough.

Yes! You can import your existing waitlist from a CSV file. Our import tool maps columns automatically and lets you review entries before importing. Learn more →

Yes! You get a unique self-signup link for each location that you can share on your website or social media. Contacts fill out your custom form to join the waitlist — no login required. Learn more →

Yes! Create groups to organize your waitlist however makes sense — age groups, classrooms, service types, schedules, or anything else. Each entry is assigned to one group, and you can filter and view by group. Learn more →

Each contact receives a unique status link via email. They can check their position, location, group, and date added anytime — no account or login required. Learn more →

Yes! Beyond standard fields (name, email, phone, date of birth, notes), you can create custom fields with types like text, dropdown select, checkbox, and date. You control which fields appear on your forms and in the waitlist table. Learn more →

Yes! Configure document types (birth certificates, immunization records, insurance cards, etc.) and contacts can upload them during self-signup or from their status page. You can mark documents as required or optional, and enable a review workflow for approval. Learn more →

Yes! Manage all your locations from one account. Each location has its own waitlist, groups, statuses, and settings including independent self-signup links.

Yes! Create custom statuses to track entries through your enrollment pipeline — for example: Waiting, Contacted, Tour Scheduled, Offered, Enrolled, Withdrawn. Each status gets its own color for easy visual identification. Learn more →

Yes! Connect your Stripe account to collect registration fees or deposits when contacts sign up for your waitlist. Set the amount per location. Learn more →

WaitlistCare sends emails for:

• Welcome emails when a contact joins the waitlist
• Team notifications when someone signs up via your public link
• Position and status updates when you notify contacts
• Status link emails when contacts request them

You can customize all email templates. Learn more →

WaitlistCare is $25/month per location, or $20/month per location when billed annually. All plans include unlimited entries, team members, and full access to all features. We offer a 30-day free trial with no credit card required.

We offer a 30-day free trial with full access to all features. After the trial, you'll need a paid plan to continue using WaitlistCare.

Yes! You can add new locations or remove existing ones at any time from your billing settings. Each location is billed separately.

We accept all major credit cards (Visa, Mastercard, American Express, Discover) through our secure payment processor, Stripe.

Yes, you can cancel your subscription at any time. Your account will remain active until the end of your current billing period.

Yes! Security is a top priority. WaitlistCare uses:

• 256-bit SSL encryption for all data transmission
• Secure cloud infrastructure (Google Cloud Platform)
• Firebase security rules to protect your data
• Role-based access controls (Admin, Manager, Staff)
• Full activity log for audit trail

Only team members you invite can access your data. You control permissions through roles:

• Admin: Full access to all features and settings
• Manager: Can manage waitlist and most settings
• Staff: Can view and update waitlist entries

Learn more →

While WaitlistCare implements strong security measures, we are not currently HIPAA certified. Healthcare providers should not store protected health information (PHI) in WaitlistCare. Contact us if you have specific compliance questions.

Yes! You can export your entire waitlist to CSV at any time. If you decide to close your account, you can request complete data deletion. We respect your data ownership rights.

Your data is stored securely on Google Cloud Platform servers in the United States, using Firebase/Firestore for enterprise-grade security and reliability.