How to Display and Communicate Waiting List Positions in Scribe Allotments

The ability to offer transparent and accessible information about an applicant’s position on the waiting list enhances communication and satisfaction among your allotment applicants. This document guides clerks of parish and town councils on how to effectively utilise the new features within Scribe Allotments to display and communicate waiting list positions.

Adding and Viewing Waiting List Positions

Step 1: Viewing the Waiting List Overview

• Navigate to Waiting List from the main menu. Here, a new column titled “Position” has been introduced. This column shows the numerical position of each applicant for that specific site, providing a clear and transparent overview of the waiting list order.

Step 2: Accessing Individual Waiting List Records

• Within the waiting list overview, click on an individual record to view its details. In each record, a non-editable field now displays the current waiting list position of the applicant. This field is automatically updated and provides at-a-glance information to clerks and potentially applicants, ensuring everyone is informed of their current standing.

Utilising Template Tags for Email Communications

Step 1: Editing Email Templates

• Navigate to CRM → Templates. Here you can create or modify email templates for communication with waiting list applicants.

Step 2: Inserting the Waiting List Position Template Tag

• When creating or editing an email template, insert the template tag {{additionaldetails.application_wait_position}} into your email text. This tag dynamically inserts the applicant's current waiting list position into email communications sent by the system, allowing for personalised and informative updates.

Automatic Updates

The waiting list position is dynamically managed and will automatically update in the user interface and in email communications to reflect any changes due to:

• New waiting list records being created
• Deletion of waiting list records
• Updates to the "application date" for an existing record
• Conversion of applicants to tenants

This dynamic update ensures that all parties have the most current information, maintaining transparency and trust in the waiting list process.

Summary

By following these steps, clerks can efficiently manage and communicate waiting list positions, enhancing the applicant experience. The introduction of the position column, non-editable field in individual records, and the template tag for email communications streamline the process of keeping applicants informed of their waiting list status. This feature is part of our commitment to providing tools that support the effective management of allotments by parish and town councils.