Managing Attendees, Signups, and Rosters

During event creation, choose Share video meeting links under Location and meeting links. Use one shared link for everyone, or choose individual meeting links for each signup or booked session. You can leave the link blank and add it later.

For a shared call, update the event's Video meeting links settings and choose Save and email attendees. For individual calls, open Manage attendees, expand the person's meeting card, and choose Save and email link or Save without emailing. Refresh email status to check queued, sent, or failed deliveries. Saving alone does not send a separate email: the attendee can find the saved link on their personal signup page, and it is included in subsequent confirmation and reminder emails when eligible.

The event dashboard highlights meeting links needing attention. In Manage attendees, use the Needs attentionfilter to find missing links, changed bookings, and failed emails. Links in organizer notifications open the relevant attendee's meeting cards.

Meeting details appear in confirmed attendees' emails, personal signup pages, and personal calendar downloads. The public event page and public calendar never include these links. If a booking or meeting time changes, review and save its individual link again before sharing it. Use your video provider's participant link; Signup Bubble does not create or host video calls.

Follow the Video meeting links guide for shared calls, individual assignments, and delivery status.

Use the pills below the event heading to move between Attendees, Poll responses when present, and Messages. Eligible organization events also show Check-in. Printable roster sits beside Back to event above the heading.

The attendees view lists everyone on your sheet with their slot, party size, contact details, comment, custom question answers, and status. Filter by all, confirmed, pending, or expired to focus on what needs attention, and see live headcount totals that account for party sizes. Export CSV downloads the rows you are currently viewing, including custom question answers.

The participation summary counts only active signups, so an expired hold does not make the event look fuller than it is. Dated slots are grouped by day with their time, capacity, and pending count. Select any slot card to narrow the roster to the people who chose it, then use Show all attendeesto clear it. People who selected several slots keep each choice as a separate label.

Events that include a poll add a Poll responsesview beside the attendee roster. It keeps voters separate from attendees because a vote is not an RSVP. Review question totals, see each person's choices, export the response matrix, and close voting or lock in a winner from the same screen. A Signed up label connects matching records by email without merging them.

With double opt-in enabled, pending signups appear with their hold timer, and you can confirm them manually without waiting for the guest to click their email. You can also remove any signup, which frees the spot immediately and sends the guest a polite cancellation notice.

For a paper signup list, choose Printable roster from Attendees. It includes confirmed signups and their selected slots, and is available on Free and Organization.

The attendee CSV uses Party size for the total number of people on a signup, including the named attendee. Search by name, email, or slot before exporting to narrow the list.

The compose message tool sends an email to some or all of your attendees, written by you, delivered from the app with your event attached for context. Use it for parking updates, weather calls, or a what-to-bring reminder. Subjects can be up to 150 characters and bodies up to 2,000. Choose Review message to check the eligible confirmed recipients before sending. Unavailable addresses are excluded. Each signup keeps its own manage link, even when a household shares an email address. Workspace sending limits are listed in Limits. Quick Sendin the event's share menu sends the event or poll link to pasted email addresses, while Invite contacts searches your saved contacts and tracks who has already received the link.

Open More → Message history on the event dashboard to check what was queued, who sent it, and its sending status. Message review and event history are available on Free and Organization.

In an organization's published people event, choose Check-in to record confirmed arrivals, enter a partial party count, or undo a mistake. Attendance is recorded separately for each shift. See Event Check-in for counts and corrections.

Two bulk actions connect your event to the contacts tools: save to list adds selected attendees to a contact list, and tag attendees applies a colored tag to their contact records. Those lists and tags use the event's workspace: an org event writes to the org address book, not whichever People workspace you last opened. Signups also become contacts automatically, so your reach grows with every event you run.