Multi-Program Spots & Automatic Graduation
When a toddler ages out of your infant program, they shouldn't fall through the cracks. Day 3 of Multi-List Launch Week: how Wee Queue manages multiple age-group programs and automatically graduates children between them — preserving their seniority the whole way.
Day 3 of 5 · Wee Queue Multi-List Launch Week 🚀
Here’s a scenario every daycare operator knows well: a family has been on your infant waitlist for eighteen months. Their child finally gets a spot. Two years later, that same child is aging out of the infant program — and the family is somewhere on your toddler waitlist, or they’re not on it at all, or you wrote a note in a spreadsheet and it got buried.
Meanwhile, the infant spot they’re leaving is now open, and the next family in line has no idea.
This is the gap Wee Queue was built to close. Today we’re talking about multi-program support and automatic graduation — the part of the platform that handles age-group transitions so you don’t have to.
One Daycare, Multiple Programs
Most daycares don’t run a single waitlist. They run several — one for infants (0–36 months), one for toddlers (30–60 months), maybe school-age care (Grade 1 to Age 12) on top of that. Each program has its own age range, its own capacity, its own waitlist, and its own rhythm.
Wee Queue supports all of this from a single admin interface. You create each program with a name, a minimum and maximum age, and a spot count. From your dashboard, you switch between programs with a tab — and see aggregate stats across all of them at a glance.
Each program has its own waitlist queue, its own spot management, and its own offer workflow. But they all live in one place, under one login, without any juggling between tools.
Spots With Age Ranges
When you add a spot to a program, you can set more than just a seat count. You can specify:
- Minimum and maximum age — so a spot in your toddler room can be tagged as 30–60 months, and the system uses that when matching families
- Future availability date — if a spot is opening in April, you can mark it now and it’ll surface in search results as an upcoming opening
- Open / Closed toggle — close a spot temporarily without deleting it; open it again when you’re ready
The platform tracks what we call manageable spots — spots that are either available right now, or opening within the next two months. These are the ones the offer workflow pays attention to, so you’re always working on what actually matters today.
Automatic Graduation
This is the big one.
Every day, Wee Queue runs a check across all enrolled children. If a child is within three months of aging out of their current program — meaning they’re approaching the maximum age for that age group — the system automatically:
- Finds the right next program — the one whose minimum age matches where the child is heading
- Creates a waitlist entry in that program, preserving the child’s original join date so their seniority carries over exactly
- Emails the family to let them know their child has been moved to the next program’s waitlist and what their position is
- Updates both program dashboards in real-time — the old one shows the child as graduated, the new one shows them on the list
If the child already has an active entry in the destination program (maybe the family registered themselves), the system skips them — no duplicates.
The graduation is tracked with metadata: which program the child came from and when. You have a full audit trail, and the family never falls through the cracks.
Releasing the Spot
When a child graduates out of a program, they leave a spot behind. You release that spot from the admin dashboard — optionally setting a future availability date if the new child isn’t starting immediately — and the offer workflow kicks in automatically for the next family in line.
That connection — graduation → spot release → next offer — is what makes the whole thing feel like it runs itself. Because mostly, it does.
What This Looks Like in Practice
Say you run an infant program (0–36 months) and a toddler program (30–60 months). You have a child on your infant waitlist who just turned 33 months. Wee Queue notices they’re within three months of 36 months — the infant program maximum.
It moves their entry to your toddler waitlist. Their original join date is preserved, so their seniority carries over exactly. The family gets an email. You see the child appear on your toddler dashboard. They’re no longer waiting for an infant spot they’d age out of before they ever got one.
You didn’t do any of that. It just happened overnight.
The Key Message
“Children age. Your systems should keep up. Wee Queue automatically promotes kids between programs, preserves their waitlist seniority, and opens the spot they left behind — all without you lifting a finger.”
This is what managing a waitlist looks like when the software is actually doing the work.
Coming tomorrow: Day 4 — “One-Click Spot Offers” — the automated offer workflow that takes a spot from open to enrolled with a single click, including 48-hour response windows, automatic reminders, and what happens when a family passes.