See who is coming and message your attendees

Once people start signing up, two pages do most of the work: Registrations shows who is coming, and Message Attendees sends them an email or a text. This guide covers ordinary events. Vacation Bible School and other children’s events have their own roster built around families and children.

Open the event’s Manage area

Find the event

From your admin dashboard or your Events page, open the event, then choose Manage. You land on Overview.

Read the top of Overview first

Needs attention appears above everything else when something is waiting on you — someone on the waitlist, or a registration that still owes money. Below that, four counts summarise the event: Registrations, Headcount (everyone expected, guests included), Volunteers, and Open Tasks. Recent Activity lists the most recent sign-ups.

Overview answers 'how is this event doing?' before you open any other page

Note

Headcount is larger than Registrations whenever people bring guests. One person registering four people counts as one registration and four in the headcount. Plan food and seating from the headcount.

Read the registration list

Open People → Registrations in the left rail. Each row is one person who signed up, with their email, phone, guest count, status, notes, and the date they registered. The chips above the table filter it, and you only get chips for statuses this event actually has — All, Attending and Volunteers on most events, joined by Waitlisted or Pending when someone is in that state.

Registrations: one row per sign-up, with guest counts and volunteer badges

Export CSV downloads the list for a spreadsheet — useful for name tags, a printed sign-in sheet, or handing a count to whoever is cooking.

Note

Four statuses turn up on an ordinary event. Attending is a completed registration. Waitlisted means the event was full when they signed up. Pending means they started but never finished — usually a guest who did not enter their emailed code, so it is worth a phone call. Not Attending only appears if you set it yourself while editing their registration.

Add someone who signed up off-line

People sign up by phone, in the hallway after the service, or on a paper list. Quick Add, at the top of the Registrations page, puts them on the same list as everyone else.

Click Quick Add

Enter First name, Last name, and Email. Phone, Party size, and Notes are optional.

Attach them to the right person

If the name or email matches someone your church already knows, Hubl pauses and asks whether to attach this registration to that person or create a new record. Attaching keeps their giving, attendance, and event history in one place instead of splitting it across duplicates.

Tip

Quick Add still works when sign-ups happen on another organisation’s website. Log the people you know about and your list, messaging, and printed sheet keep working normally.

Let someone in off the waitlist

When an event fills up, later sign-ups are filed as Waitlisted rather than turned away, and Overview shows a Needs attention card counting them. If a spot opens — someone cancels, or you raise the guest limit — decide from the list.

Filter to Waitlisted

Click the Waitlisted chip above the table, or follow the Needs attention card from Overview.

Promote or decline

Open the ⋯ menu at the end of their row. Promote from waitlist turns their registration into a confirmed one. Decline closes it off when the event is genuinely finished.

Promoting is a decision you make; nobody moves off the waitlist automatically

Tip

Nobody is promoted automatically, however many spots open up. Tell the person once you have promoted them — they will not necessarily notice the change on their own.

Approve the people who offered to volunteer

Volunteers appear in the same table with a heart beside their name and a Pending or Approved badge. Filter to Volunteers to see only them, then open the ⋯ menu at the end of a row for Approve Volunteer or Decline Volunteer. The same menu holds Manage Notes, Upload Documentation, and Require Background Check.

Volunteer rows carry approval actions that attendee rows do not

Setting up the volunteer sign-up itself is covered in Setting up volunteer registration.

Message everyone who is coming

People → Messaging in the left rail opens the composer, and the Message Attendees button on Overview and Registrations goes to the same place. Everyone registered for the event is already in To when it opens, shown as a chip with a count, so the common case — tell everybody something — needs no setup at all.

Everyone registered is already the audience; the send button names the number

Narrow the audience, if you need to

Remove the Everyone registered chip with its × and use Add more… to search, or choose Browse all teams, groups, and people for the full picker. Under RSVP status it splits the event into Confirmed, Waitlisted and Pending with a count on each, so you can write to one group without the others.

RSVP status lets you write to waitlisted people separately from confirmed ones

Choose how it goes out

Send by offers Email, Text, or Both. The line underneath always shows what the send will cost you — how many of your remaining emails it uses, or how many text credits are left this month.

Warning

Watch the line under To after choosing a channel. It counts the people who cannot receive it — “6 have no mobile number · 0 will get it” — and See who names them with the reason. Fix the missing number or address on their profile, or use Remove all who won’t get it to send to the rest knowingly. Send stays greyed out when nobody would receive the message.

Choosing Text on a list with no mobile numbers tells you before you send, not after

Write it

Subject is the email subject line. Templates gives you a starting point — Announcement, Event, Prayer, Thank You, Follow-Up. Personalize inserts details that fill per person, such as the recipient’s first name or the event name. Preview reads it back as it will arrive.

Send now, schedule, or save it

The button names the number of people it will reach — Send to 6 people. Read that against the group you meant to write to, then send. The arrow beside it holds Schedule… and Save draft for anything that should not go out this minute.

Tip

Message waitlisted people separately from confirmed ones. A “see you Saturday” note sent to someone who never got a spot is the kind of mistake the RSVP status groups exist to prevent.

Permissions

Opening an event’s Manage area needs permission to view that event. Adding, editing, or deleting registrations, approving volunteers, and sending messages need permission to manage it. If a button described here is missing, ask an organisation administrator to check your role.