Waiting room

The Waiting Room is a feature that ensures only approved members can join your club. When someone uses your shared link to join, they will enter the Waiting Room and must be confirmed by an admin before gaining access.

What is the Waiting Room?

The Waiting Room allows you to screen new members before they join. This helps protect your club from unauthorised or unverified users.

How to Access the Waiting Room

When a user enters the Waiting Room, you’ll receive a notification.

Option 1: From Notifications

Go to your Homepage.
Select the Notification Bell at the top.
Look for a notification indicating a new user is in the Waiting Room.
Click the notification to go directly to the Waiting Room.

Option 2: Manual Navigation

Select the Notification Bell.
Tap the three dots menu.
Select Waiting Room from the dropdown.

You can also access the Waiting Room via the Member Centre by scrolling to the bottom and selecting Waiting Room.

Managing Users in the Waiting Room

Once you're in the Waiting Room, you’ll see a list of all pending users.

Use the search bar to filter by age.
Select the “i” icon to view additional filtering options.

To view user details:

Click on a user to see their guardian's name, contact number, and registration forms.
Choose the tick to admit them or the cross to decline.

Approved users will join your club immediately. Declined users will appear at the bottom of the Waiting Room under the Declined Users section. You can:

Click on a declined user.
Select the refresh icon to readmit them to the Waiting Room or keep them declined.

If a user adds a message while trying to join, it will be visible to you in the Waiting Room.

Incomplete Registrations

Sometimes users stop midway through registration and don’t complete their forms. In these cases:

Click the blue envelope icon to send a reminder and request form completion.

Managing Additional Dependants

If a guardian already has a child in your club and later adds another, you can choose whether the new dependant should bypass the Waiting Room.

To manage this:

Go to Manage > Edit Club Details.
Find the Waiting Room Settings section.
Toggle:

Waiting Room On/Off for the entire club.
Dependants Skip Waiting Room On/Off.

How will I know if someone is in the Waiting Room?

You'll receive a notification whenever someone enters the Waiting Room through your shared join link.

How do I access the Waiting Room?

You can access it through notifications or manually via the Notification Bell.

What information can I view about a user in the Waiting Room?

Click on a user to view their guardian’s name, contact number, and any submitted registration forms.

How do I approve or decline a user?

Click the tick icon to approve or the cross icon to decline. Approved users join immediately; declined users remain visible under a separate section.

What if a user doesn’t complete their registration form?

If a user exits the process partway through, their form may be incomplete. You can click the blue envelope icon next to their name to send a reminder for them to complete their registration.

Can I turn the Waiting Room off entirely?

Yes. You can turn the Waiting Room on or off by going to Manage > Edit Club Details, and toggling the Waiting Room setting.

What about guardians adding more children later?

If a guardian already has a child in the club and adds another, you can decide whether the new dependant should skip the Waiting Room. This setting can also be found in Edit Club Details, under Dependants Skip Waiting Room.

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