Understanding Positions

Positions indicate where each entry stands in your waitlist. Understanding how positions work helps you manage expectations and communicate accurately with families.

How Positions Work

Positions Are Per Location + Group

Each combination of location and group has its own position numbering:

In this example:

• Emma is #1 in Toddlers
• Liam is #1 in Infants
• Olivia is #2 in Toddlers

Automatic Assignment

When you add a new entry, it’s automatically assigned the next available position in its location + group.

Position Recalculation

Positions automatically recalculate when:

• An entry is removed or deleted
• An entry changes to a “completed” or “removed” status
• You manually reorder entries

Viewing Positions

The position number appears in the first column of your waitlist table:

Changing Positions Manually

You can manually reorder entries by clicking on the position number:

1. Click the position number (e.g., “#3”)
2. Enter the new position number
3. Press Enter or click away to save

Example: Moving #5 to #2

If you change entry #5 to position #2:

• Entry #5 becomes #2
• Former #2 becomes #3
• Former #3 becomes #4
• Former #4 becomes #5

Statuses That Exclude From Positions

Some statuses don’t count toward positions:

Completed Statuses

Entries marked as “completed” (enrolled, admitted, etc.) are removed from position counting.

Removed Statuses

Entries marked as “removed” (withdrawn, declined, etc.) are removed from position counting.

Position on Status Pages

When families check their status:

• They see their current position number
• They see their group name
• Position updates automatically as it changes

Best Practices

• Don’t manually reorder frequently — It can confuse families tracking their position
• Use statuses to move people off the list — Instead of deleting, mark as completed/removed
• Communicate position changes — Send notifications when positions change significantly
• Trust the automatic system — Positions recalculate correctly when statuses change

Related Articles:

• Creating Custom Statuses
• Sending Notifications
• Using Filters and Search