Event signups and rosters

A family that's already signed up doesn't have to cancel and start over just to add or drop one person. They can click Change who's attending on the event to reopen the same picker and adjust their roster. Their confirmed spot and, if they're on the waitlist, their place in line both stay exactly where they were; only who's coming changes.

Dropping someone from a signup works right up until the event itself, the same as cancelling does. Adding someone follows the stricter rule. It's treated as new participation, so it's blocked once the signup deadline passes or capacity runs out, the same as a brand-new signup would be.

Once an event has ended, families can't sign up for it or add anyone to a signup, on the website or in the app. If someone came who wasn't registered, you can add their household to the roster yourself to keep a record of who was there.

The picker offers every adult on the family's Household Members card, whether or not that person has ever made an account. A grandparent who helps out, or a co-parent who never set up a login, can be brought along like anyone else as long as the family has added them to their household.

Sometimes a family asks you to sign them up. A parent calls, an imported family hasn't created an account yet, or someone missed the deadline. On the event's page, above the signup roster, Add registration lets you register any household in your co-op. It's available to the owner, to admins who manage events, and to the event's coordinator. Members can only ever register their own household.

Search by family or parent name. The search includes households that haven't claimed an account and staff-only households, which members never see. Households that have withdrawn can't be registered. Pick who is attending, add a note for the coordinator if you like, and review before saving.

What is checked

The same rules apply as when a family signs up itself: no outstanding balance and no term review waiting. The difference is that you see the exact reason if a household can't be added, so you can sort it out with them. If registration is closed or hasn't opened yet, you can still add a household after confirming that you know it's closed. If signups are off for the event entirely, nobody can be added.

Events with a flat fee paid through Stripe are the exception. The person paying has to submit that registration, so the button is greyed out there. Events with an optional fee or a fee collected outside HomeschoolGo record the fee as owed by the household, the same as a normal signup.

Events priced per person or per child

When an event's cost is paid through Stripe and priced per person or per child, you can still register a household, for example after a parent calls. The review step shows the total for the people you picked. When you save, the household is registered with that amount due, and every adult in it with an account gets a notice with a Pay button that opens the event. They pay there by card or bank, the same as if they had started the signup themselves. You can also choose Copy payment link from the actions menu (the three dots at the end of their row) and send it to them yourself. Only an adult in that household can pay with it.

Their spot is held until they pay. It doesn't expire on its own. If they decide not to come, they can cancel it from the event, or you can choose Cancel unpaid registration from their row's actions menu, which frees the spot for the waitlist and tells the household. A household with nobody who has an account can't be registered this way, because nobody could pay. These registrations can't go on the waitlist, and guests from outside the co-op can't be added to these events.

Refunds for event fees are issued from your Stripe dashboard (or with Refund all on a cancelled event, see Cancelling an event), and Stripe returns the money to whoever paid. When that happens, the roster's payment badge changes to refunded on its own, and the family gets an email saying how much was refunded and that it goes back to the card or bank account they paid with.

Registered or waitlist

When there is room, you choose whether the household goes on the roster or the waitlist. When there isn't room, you can put them on the waitlist, or the owner and admins who manage events can override the limit. Overriding asks you to confirm the new headcount and is recorded in the audit log. A coordinator without that permission can't register past the limit.

After you add them

Every adult in the household with an account is notified, and they can confirm, change who's attending, or cancel. Until they do, you are in charge of the registration. If nobody in the household has an account yet, no one is notified and you stay in charge. On the roster the row is labeled Added by admin with who added it and who manages it now. Each row's actions are in the menu behind the three dots at the end of the row, and those rows get two more there: Resend notice sends the household its notification again, and Transfer control hands the registration to an adult in that household who has an account, without waiting for them to confirm.

A cancelled registration now has a Restore button in the cancelled list. It puts the household back with the same people, on the roster if there is room and on the waitlist if there isn't, and the household is notified.

Guests from outside the co-op

Visiting families, grandparents, a friend's kids: people who aren't members can be on the roster too. In the same Add registration window, under the household search, choose Add guests from outside the co-op. You type a contact name, an optional contact email, and the name of each person attending, marked adult or child. That is the whole party.

Nobody in the party gets an account, a login, or a place in your directory. They take spots on the roster and count toward the event limit like anyone else, with the same registered or waitlist choice, the same closed-window confirmation, and the same limit override. If the event counts children only, only the guests you marked as children count. The balance and term-review checks don't apply, since there is no household to check.

With a contact email, the contact gets a confirmation, the event reminders, and a copy of anything you send with Message attendees. They can't reply in the app, and their email is shown only to you, other admins who manage events, and the coordinator. Without an email, you are the one who passes updates along. On the roster the row is labeled Guests with who added it, and its actions menu has Cancel guests, because a guest party has no one who can cancel for itself. Members can add guest parties as well when you turn that on for the event.

Events that take payment through Stripe work the same way for guests as for households: a member adding guests pays for the party at that moment, and the button is greyed out for you.

When you turn guests on, a second box appears: Release unpaid guest spots after a day. Leave it off and a member who starts paying for guests and doesn't finish holds those spots until you or they cancel them, which is how every event has always worked. Turn it on and, on a paid event, a party nobody finished paying for is cancelled about a day later, the spots go back to the event, the next party on the waitlist moves up, and the member is told so they can add their guests again. While the party is waiting, the member sees a line under it on the event page saying to pay within a day or lose the spots. Nothing is sent to the guests themselves: they were never told they had a spot, because a paid party is only confirmed once it is paid for.

This part is for the families. If an administrator or the event coordinator registers your household, you get a notification and an email, subject to your own notification settings. Open the event to see who registered you and who is attending.

If someone registers your household

The signup card says Registered for your household and names who did it. You can choose Confirm, Change who's attending, or Cancel registration. Any of them puts your household in charge of the registration. Until you do one of those, the person who registered you can still change or cancel it from the roster.

This part is for families. When an event allows it, the signup card asks Who are you registering? and offers Guests outside the co-op next to your own household. Use it for people who aren't members: cousins in town, a neighbor's kids, grandparents. Type a contact name, an email if you have one, and the name of each person coming, marked adult or child. Review, then register.

Your guests take spots on the roster and count toward the event limit like anyone else. If the event is full they go on the waitlist and move up the same way a family would. Nobody in the party is added to the co-op, gets an account, or shows up in the directory. You can add more than one party.

If you give a contact email, the guests get a confirmation, the event reminders, and any message the coordinator sends to attendees. If you leave it blank, you are the one who passes updates along. Either way you get a confirmation of your own. Your guests appear under Guests you added on the event, and that is where you cancel them if plans change.

For an event that takes payment through the app, you pay for your guests when you register them, and any refund goes back to your payment method. If you leave the payment page before finishing, the party stays listed as payment pending, and you can come back and pay or cancel it. On most events it waits for you. Some events are set to release unpaid guest spots after about a day. On those, the party under Guests you added says so while it is waiting: pay within a day of adding them, or the spots go back to the event. If they do, you'll get a notice, and you can add your guests again if there is still room.

Three layers decide who hears about a signup or cancellation, and each one narrows the last:

• Per event. On the event form, under Signup notifications, choose an In-app checkbox and an email frequency: Every signup, Daily summary, or Off. These go to the event's coordinator (or its creator, if no coordinator is set). Both default on with instant email, so turning down one noisy event doesn't affect any other.
• Per person. A coordinator can further tune this for themselves under My Profile › Notification Preferences, in the “Signups for your events” row. Separate Email and In-app switches that apply across every event they organize.
• The blanket email setting on the same profile page, which still governs whether HomeschoolGo emails that person at all.

The notification bell doesn't stack one entry per family either. Signups and cancellations for the same event fold into a single unread line (“Sarah Jones, Billy Smith and 8 others signed up for Day at the Zoo”) that moves back to the top as more activity comes in. Reading it clears the count; the next signup starts a fresh line.

On an event that charges per person or per child, you also hear when a family changes who is coming after they have paid. The notice says who made the change and how much more is due, or how much they have overpaid. It goes to the same person as the other signup notices and follows the same settings. Several edits in a row fold into one line. Flat-fee and free events, and signups that have not been paid, do not send it.

Every event's detail page shows a signup breakdown with four counts: Registered, Waitlist, Cancelled, and No-show. The header above the roster also shows Signups (X / Y): how many are registered against your capacity, if you set one.

The roster itself lists individual names for registered and no-show signups. Waitlisted families get their own Waitlist list under the roster, oldest first, with how many people each group has. Click Move to registered to move one family, or Fill open spots from waitlist to move as many as fit. A family that doesn't fit is refused with the numbers, so raise the event limit first. Once a family has moved up, its row on the roster says Moved off waitlist with the date, whether you moved it or it moved up on its own. Families that moved up before October 2026 don't show that line. Dates on the roster follow your co-op's time zone. When anyone has cancelled, a Show cancelled link under the roster lists who it was and the date they cancelled. On an event with a fee, each cancelled name also shows whether they had paid, so you can spot a paid cancellation that may need a refund. Cancellations from before this list was added show the date they signed up instead. Once you've got at least one registered signup, a Print List button appears for a printable copy to bring along.

On an event priced per person or per child, the printed list also has Paid, Due, and Over columns for each household, and a line under the table with the total collected, total refunded, and what is still owed. Due is what the household still owes at the current price and headcount, and Over is what they have paid beyond that total, for example after someone dropped out. A Download CSV button next to Print List gives you the same figures for a spreadsheet: one row per registered household, then the three total lines. Events priced once per family, and free events, don't have these columns or the CSV. Neither one includes email addresses.

Who's going, and messaging attendees

Members of your co-op who open an event on the calendar see a Who's going card listing the names of the people registered, so families can plan carpools or see which friends are coming. It shows names only.

The event's coordinator (or whoever created it, if no coordinator is set) and your owners and admins also see a Message attendees button on that card. It opens a message box in the corner of the screen, or a panel on a phone. Write your note (what to bring, a change of plans) and click Send. That starts one group conversation with every registered household, named after the event (for example, “Spring Picnic attendees”), and it stays in your messages so you can follow the replies. It reaches every adult in a registered household who has an active login.

To share a flyer, a map, or a photo, click the paperclip next to the message box and pick the files, the same way you attach them to any other message. You can add a note or send the files on their own. The paperclip only shows when your co-op allows photos and files in messages. Outside guests who get an email copy receive your note and a line saying files were shared; the files themselves aren't emailed.

A household where nobody has an active login in your co-op can't receive a message here. This can happen when you add a household that hasn't set up an account yet, or when the person who registered has since left the co-op or been suspended and nobody else in the household has a login. Those households still count toward the event, and the card tells you how many of them the message won't reach, so you know to contact them another way. Everyone else still gets the message.

Notes families leave you

When a family signs up they can add an optional Note for the coordinator, up to 500 characters. Free and paid events both offer it. Whatever they write appears under their name on the roster, so an allergy, a late arrival, or an offer to bring a folding table reaches whoever is running the day instead of sitting in somebody else's inbox. The printed attendee list does not carry the notes, so read the roster on screen before you print it.

A family can change their note later by editing their own signup, and editing a signup for any other reason keeps what they already wrote.

Marking a no-show

No-show is different from cancelled. Cancelled means a family withdrew their own RSVP ahead of time. No-show is something you mark afterward, for someone who was registered but didn't actually come. On or after the event, find their name on the roster and click Mark no-show. If you marked someone by mistake, click Undo to restore them to registered.