Managing VBS Registrations

Two screens carry the week between them. Overview tells you where things stand and what needs a decision; Registrations is the roster itself, where you look people up and change things.

The overview

The counts across the top are children, families, confirmed children and volunteers. Underneath, Allergy Alerts lists every allergy anyone declared, grouped by what it is, with a Print button for the kitchen.

The VBS overview with eighteen children, ten families, eight volunteers, an allergy panel listing peanuts, tree nuts and dairy, and a banner about a friend request to review — Eighteen children, three allergies, and one friend request waiting on a decision

Note

A strip appears above the counts when something is waiting on you — an unmatched friend request, a volunteer who has not been approved. It is the one place the week asks for your attention rather than waiting to be found.

Register Family and Share Event sit beside the counts, and the ⋯ menu holds Manage Members, Message Attendees, Check-in Sheet, Postpone and Cancel Event.

The roster

Registrations shows the same week four ways — Children, Families, Volunteers, and Waitlist once anyone is on it. Each tab carries its own count, so the numbers answer most questions before you read a single row.

The Children tab listing registered kids with their group, allergy and t-shirt chips, age, grade, guardian and registration date — A child's row carries their group, allergies, shirt size, grade and who registered them

A child’s row shows, in order: their crew, any allergy, whether they asked for a friend, their t-shirt size, then age, grade, guardian and the date they were registered. Filters narrows the list; Print and CSV take it off the screen.

The ⋯ menu on a row opens View Details, Edit Child, View or Print Form Answers, Edit Registration, Mark as Volunteer and Remove from Event.

Tip

Correct a child’s allergy or grade with Edit Child rather than removing and re-adding them. Editing keeps their group, their friend request and their check-in history.

Adding a family yourself

Someone will always turn up who never registered. Quick Add takes the least possible information to get them into the week.

Open Quick Add

From Registrations, click Quick Add.

Name the family and the guardian

Family name, guardian first and last name. Phone and email are optional — but without an email that family gets none of your messages.

Add each child

Add child repeats the block. Each child needs a name, gender, and either a grade or a date of birth — the form says Grade or DOB required because eligibility is worked out from one of them. Allergies has a No known allergies shortcut.

Register family

They appear on the roster immediately, with no email verification to wait for.

The Quick Add dialog with family name, guardian fields and a child block asking for name, allergies, gender and grade — Quick Add: enough to check a child in safely, and nothing else

Warning

Quick Add respects your limit. Add a family to a week that is already full and they land on the Waitlist, not the roster — check the tab counts if a family you just added is not where you expected.

Register Family beside it opens the full registration form instead, the same one a parent sees, and is the better choice when you are sitting with the parent and want their answers to the custom questions too.

Volunteers

The Volunteers tab splits into All, Pending and Approved. Each row shows the role they asked for and a BG Check chip where a background check is required.

Its row menu is the approval workflow: Approve Volunteer or Decline Volunteer, Manage Notes, Upload Documentation, Approve Background Check and Remove Requirement.

Tip

Work the Pending filter rather than the whole list. It is the only part that needs you, and it empties as you go.

The waitlist

Once the week is full, new families join a queue instead of the roster. A Waitlist tab appears with each family in order — #1, #2 — the child they registered, and a Promote button.

Warning

Promote confirms them straight away, even when that puts you over your limit. Nothing stops you — so raise the guest limit first if the extra place is real, and leave the limit alone if you are knowingly squeezing one more in.

Everyone in one place

To message the people on this roster — a change of times, a reminder to bring a towel — use VBS messaging, which starts with every registered family already selected.

Permissions

Reading the roster comes with the VBS Director role. Removing a family or changing the week’s settings needs permission to manage events — see permissions.