Session Rosters

Each session has a roster page showing who is confirmed, who is waiting and what has been cancelled. Staff can view rosters; admins can also change them.

Reading the Roster

Click a session on the program’s Sessions tab. The roster shows Capacity, Confirmed (flagged “Over capacity by N” if the cap was lowered below confirmations), Waitlisted and Status cards, the fee line (“$X per swimmer, charged at session start” or Free), and three sections:

• Confirmed — each person with their household, a Fee badge when the fee differs from the program default, and a Promoted badge if they came off the waitlist
• Waitlist — numbered in queue order
• Cancelled — hidden by default; click Show cancelled to reveal

Once a session has started you’ll see “This session has started. Reservations can no longer be added by members; charges are being collected.”

Adding a Reservation

1. Click Add reservation
2. Search for and select a family, then tick the People to book (people already on the roster are marked Already reserved)
3. For each person choose a placement — Confirmed or Waitlisted. The dialog shows spots left and whether the waitlist is open.
4. If the booking would break a program rule, a warning explains why. Tick Override program rules to bypass release time, eligibility, approval, per-person limit, capacity and the waitlist cutoff; an override needs a Reason and lets you set a different Fee per swimmer.
5. Confirm

Without an override, the booking follows the same rules a member would face. Overrides are recorded in the audit log.

Cancelling and Reordering

• Cancel on a confirmed or waitlisted row asks for a Reason (e.g. “Family asked by phone”) and notifies the household. Cancelling a confirmed spot before the session starts promotes the next eligible person on the waitlist.
• Move up / Move down on waitlist rows change the queue order.

Caution

A cancelled confirmation on a started session may already have a charge attached. Check Reservation Billing and waive or refund it as appropriate.