Providers use Online Mooring to manage the wait lists for the berths in their harbor.
The diagram below shows how the wait list management process works:
- Arrows represent Actions that are added to the application. The text on the arrow is the name of the action.
- Triangles represent conditional logic.
- Circles represent application statuses. The text in the circle is the status name.
- Rectangles represent a processing step.
- Green means a required portion of the process.
- Red means an optional portion of the process.
- Underlined text indicates that the application appears on the wait list during that status/process.
Starting the Process
An application is first added to the wait list once the provider adds a "Wait List Application Approved" action to the application (see Application Process
Daily Status Checking
When a provider approves a Wait List Application or a Wait List Renewal, they can indicate the dates when the application should be on the wait list. On the approval action, the provider indicates when the person should start appearing on the wait list (the Effective Date) and when they should stop appearing on the wait list (the Expiration Date). If a provider wants to put someone on the wait list until they get a berth, no matter how long that may take, they leave the Expiration Date blank.
Every day, Online Mooring compares the current date to the dates on the wait list approval, and sets the status accordingly. If the application has been approved to be on the wait list at some point in the future, then the status is set to "Wait Listed in Advance". If the application is currently allowed to be on the wait list, then the status is set to "Wait Listed". If the application was allowed to be on the wait list in the past, then the status is set to "Expired".
Wait List Renewals
If the provider wants applicants to renew their place on the wait list, they add a "Wait List Renewal Allowed" action, and indicate the time period when the applicant can submit their renewal application. The effective date is the earliest date when they can submit the appliaction, and the expiration date is the latest date. This starts the Wait List Renewal Process (see Application Process
Putting an Applicant on Hold
The exact meaning of this status varies by provider. As far as Online Mooring is concerned, it is a status that indicates that the application is on the wait list, but that the application is out of the normal wait list processing flow.
For example, it could be used to mean that the applicant has been offered a berth but the applicant doesn't yet have a vessel, so this applicant won't be offered any more berths until they get their vessel.
Or it could be used to mean that the applicant won't have to pay their renewal fees for a period of time.
Whatever the meaning, the provider sets this status by adding a "Wait List Hold" action. If the Expiration date on this action is left blank, the application will stay on hold indefinitely. Otherwise, the application will be placed on hold between the Effective Date of the action and the Expiration date of the action.
Assigning an Applicant to a Temporary Berth
When an approved berth-holder temporarily vacates their berth, the provider sometimes gives permission to someone on the wait list to use that berth on a temporary basis.
To do this, the provider must first record a "Temporary Absence" action on the berth holder's application, indicating the dates when the berth holder will be gone. They can then go into a wait list application, select the berth, and then add a "Temporary Assignment" action on the wait list applicant's application, indicating the dates when the wait list applicant can use the berth.
The applicant stays on the wait list, and the status changes to "Temporary Assignment".
Assigning an Applicant to a (Semi-)Permanent Berth
There are several aspects to assigning a berth to a wait list application:
- Is more information and/or fees needed from the applicant?
Providers often want to obtain more information from the applicant at this time. This is because wait list applications often do not require vessel information to be provided.
To do this, Providers add an "Application Allowed" action, specifying the dates when the applicant needs to submit their application.
- Is the applicant being assigned to an existing berth or a new berth?
If the applicant is being assigned to an existing berth, the provider needs to attach the application to the berth by clicking the "Search" button. This will let the provider find a berth that can accomodate the physical characteristics of the vessel, and the applicant's desired amenities (if any).
If the applicant is being assigned to a new berth, then the provider needs to enter information about the new berth, or this information needs to be requested from the applicant during their Application process.
- Should the user remain on any wait lists?
Online Mooring does may automatically remove an application from wait lists when it is approved, depending on how the wait list is configured. This is because an applicant may be assigned to a location that is not their first choice, and the provider may allow the applicant to stay on the wait list for that more desirable location.
To remove an application from the wait list, click the Edit button in the Wait List section of the application, deselect the appropriate wait list(s), and then click Save.
- Final Step
After all of these issues have been taken care of, the provider adds a "Application Approved" action, along with the dates when the applicant is allowed to be at the berth. From this point, the application is in the Berth Management Process
Removing from the Wait List (without assigning a Berth)
If an applicant decides that they no longer want to be on the wait list, they can go into Online Mooring, find their application that is on the wait list, and click the "Cancel" button. This will add a "Canceled by Applicant" action to the application, and will change the status to "Canceled".
If the provider decides that an application should be removed from the wait list, they can add a "Canceled by Provider" action to the application, which will change the status to "Canceled". The provider can add comments about why the application was canceled.