Read your event's registration list, add someone who signed up off-line, and send an email or text to the exact people you choose.
Once people start signing up, two tabs do most of the work: Sign-ups shows who is coming, and Messages 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
1
Find the event
Click the event on your Events page. It opens on the event page, with a row of tabs across the top: Page, Sign-ups, Check-in, Messages, and More. On the public event page, the Edit & manage button opens the same place.
2
Open the summary for the big picture
Choose More → Summary. Needs attention appears above everything else when something is waiting on you, such as someone on the waitlist or a registration that still owes money. Below that, four counts summarise the event: Registrations, Headcount (everyone expected, guests included), Volunteer sign-ups, and Open Tasks. Recent Activity lists the most recent sign-ups.
Summary 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 sign-up list
Open the Sign-ups tab. It starts with a sentence such as “8 people are coming.” and, when something needs you, a line for it with a button: Review waitlist, Review pending, or Open payments.
Under Who's coming, each row is one person who signed up, with their email, guest count, status, and the date they signed up. The chips above the list 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.
Sign-ups: one row per sign-up, with guest counts and volunteer badges
Export CSV downloads the list for a spreadsheet, useful for name tags 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.
Print a check-in sheet
Print gives you a paper list for the registration table: a box to tick for each person, sorted by last name, with their guest count and registration notes, plus a few blank rows for walk-ups. It prints what the list is showing, so pick a chip or search first to print only part of it.
1
Add staff notes, such as a table number
Open the row's menu and choose Staff notes (on a volunteer's row it is Manage Notes). Only staff can see these; the person who registered never does.
2
Print with staff notes
Choose Print, then Check-in sheet with staff notes. Plain Check-in sheet leaves them off.
To print everything one person filled in, open their row's menu and choose Print form answers.
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 Sign-ups tab, puts them on the same list as everyone else.
1
Click Quick add
Enter First name, Last name, and Email. Phone, Party size, and Notes are optional.
2
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 the Sign-ups tab says how many are waiting. If a spot opens, because someone cancels or you raise the number of spots, decide from the list.
1
Filter to Waitlisted
Click Review waitlist, or the Waitlisted chip above the list.
2
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 list 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
The Messages tab opens the composer, and the Message button on the Sign-ups tab 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, telling everybody something, needs no setup at all.
Everyone registered is already the audience; the send button names the number
1
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
2
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
3
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.
4
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 tabs 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.