Managing Your Attendees

The Attendees tab is where you keep track of everyone signed up for an event. You can see your headcounts at a glance, check people in, add or remove people, and email the whole list. Open the event from your Events page and click the Attendees tab.

The stat cards at the top

A row of cards shows your headcount at a glance. What you see depends on how the event collects responses.

Register events show Registered, Checked in (when check-in is turned on), and Waitlist. The last card shows New visitors if anyone new signed up (see the New badge below), otherwise your Capacity (attendee limit).
RSVP events show Going, Checked in (when check-in is turned on), Maybe, and Can't go.

Guests count as people, not extra rows. If someone brings two guests, all three are folded into your Registered or Going number, and their row shows a +2 guests badge.

A New badge marks someone whose first visit was a check-in in the last 30 days, meaning check-in is how they first got into your People list. Hover over the badge to see the date they first checked in. After 30 days the badge goes away on its own. The New visitors card counts the same people.

Guests and their details

When your event collects guest details (see Letting people bring guests), each guest is listed under the person who brought them, with the name, email, and phone they entered. Searching the list by a guest's name, email, or phone finds their host's row.

Guests with an email or phone are added to your People list automatically when the registration comes in, so you can invite them to future events. Next to each guest you'll see one of these:

In People. The guest is in your People list. Click it to open their profile. If that email or phone already belonged to someone in People (a phone match also needs the same name, since families often share a phone), the guest was linked to that person rather than creating a duplicate.
Same contact as host. The registrant entered their own email or phone for the guest, usually just to show they're bringing someone. The guest still counts toward the headcount, but no separate person is created.
Same contact as (another guest). The same email or phone was entered for more than one guest. One person is created; the repeats point at them.
Needs an email or phone. The guest only left a name. People needs a way to reach someone, so a name alone isn't added.
Not in People yet. The guest has a contact but hasn't been added yet, for example when the registrant's own record is still being confirmed. A nightly check adds them.

Added guests start with email and text opted out, because they didn't sign up themselves. If they gave you permission to contact them, turn it on from their profile. Each guest's profile activity shows "Guest of (host) at (event)," and the host's shows "Brought (guest) to (event)."

Add, import, email, and export

Four buttons sit above the list:

Add attendee. Search for an existing person or type an email to add someone new, then pick a Status of Confirmed or Waitlist. You can also add everyone with a tag at once (below).
Import. Bring in a batch of people from a spreadsheet file (CSV).
Email All. Jump to the email composer with this event's attendees as the recipients.
Export. Download your attendee list as a spreadsheet file (CSV). Each row includes the person's guest count plus Guest names, Guest emails, and Guest phones columns, one entry per guest.

On a cancelled event, Add attendee and Import aren't offered, since nobody new can join it. The list, Email All, and Export still work.

Adding everyone with a tag

When a group of people should all come, such as everyone tagged for the membership class, add them in one step instead of one at a time:

Click Add attendee and choose A tag at the top.
Pick the tag, group, or team. Before anything changes, the window shows how many people will be added, and who is left out and why: people already signed up, people who said they can't come or were taken off the list, and people with no email in People (a sign-up needs one, so add an email to their profile first).
Choose a Status of Confirmed or Waitlist. If adding everyone as Confirmed would go over the event's limit, the window warns you; choose Waitlist to stay within it.
Click Add. Large tags are added in batches, and the button shows how far along it is.

Nobody is emailed when you add people this way. Use Email All afterward to let them know. Their sign-up questions stay unanswered, and on a paid event they're added without a payment, the same as adding one person. On a repeating event, everyone is added to the date you're looking at.

You see A tag only if you can also see People, since it shows who's in each tag.

This is also the easy way to move people from one event to another: tag everyone on the first event with the "..." menu (below), then add that tag on the new event.

Tagging your attendees

The "..." button beside Export adds a tag to your attendees, or takes one off, in one step. It's handy after a class or a retreat, for example to tag everyone who came to the membership class.

Click "..." and choose Add tag or Remove tag.
Choose who. Everyone registered (or Going on an RSVP event) is chosen to start. You can switch to only the people Checked in for the date, or to the Waitlist or Maybe list when anyone is on them. Each choice shows how many people it covers.
Pick the tag. To add, choose any tag, group, or team, or click Create new tag. To remove, the window lists only the tags these people have, with how many have each.
Click Add or Remove to finish.

The tag lands on each person's profile in People, just like tagging from the People page. A few things to know:

Plus-one guests aren't tagged, since they don't have their own profile in People.
On a repeating event, the choices count the people for the date you're looking at.
Adding people to a private group lets them in without asking the group's admins, and the window says so.
Like tagging many people at once from People, this doesn't start an automation that begins when someone is added to that tag.
You only see the "..." button if you're allowed to manage tags.

Checking people in

When check-in is turned on, each row has a check-in control on the right. Tap it to mark someone present, and the Checked in card updates instantly.

For a repeating event, the roster and check-in counts follow the service date you've picked in the event header, so you're always looking at that specific Sunday. Switch the date up top and the list follows along.

Letting waitlisted people in

If your event has an attendee limit, extra sign-ups land on the waiting list. On any waitlisted row, open the Waitlist badge and choose Let them in. Confirm, and that person moves to confirmed. Churchday emails them to say a spot opened up, so you don't have to reach out separately. If they're waiting for every week from a date on, you choose Just that date (the default) or Every week from it; any week that's full keeps them on the waiting list. For more, see Limiting attendance and running a waiting list.

Removing someone

On any row, open the actions menu (the three dots) and choose Remove from event. This is permanent and can't be undone. The window shows who's affected (and any guests) and offers to Email them that they're no longer signed up, on by default, with an optional note. Uncheck it to tell them yourself. People with no email on file are told by you. Use Let them in or the check-in control for everyday changes, and save Remove for genuine mistakes or duplicates.

On a repeating event, people who signed up for this and all following events show an Every date badge and get two choices instead:

Remove from this date takes them off the date you are viewing only. They come off that date's count (on RSVP events they appear in that date's Can't go list) and stay on the list for every other date.
Remove from all dates takes them off this date and every date after it. Earlier dates keep their attendance record.

Either way, the same window offers to email them, on by default, with an optional note, or you can tell them yourself. The person can mark themselves going again from the event page.

Maybe and Can't go

Maybe responses get their own labelled section just below your main list. They aren't counted as Going.
Can't go (or Cancelled) responses sit in a collapsible section at the bottom. On RSVP events it's open by default so you can see who declined; on Register events it's tucked away until you expand it.

Allergies

If anyone noted an allergy, a warning banner at the top lists each person and what they're allergic to. Those same rows carry an Allergy flag in the list, so it's easy to spot when you're scanning.

Good to know

The roster updates live. New sign-ups and check-ins appear without a refresh, which is handy on a busy check-in table.
If the event has custom questions, each row's actions menu includes View response. See Reviewing registration answers.