Managing VBS Registrations

Once your VBS event is live, registration data flows into two key areas: the event's VBS admin Overview page and the Registrations tab. Together they give you a real-time picture of who is signed up, how many volunteers you have, and whether you need to follow up with families, volunteers, or caregivers.

Overview

The Overview page is the first page you see when you open the VBS admin area for an event, reached from your admin dashboard's event list. It opens lean — stat cards, allergy alerts, and quick actions — and lets you add more widgets when you want them.

Stat Cards

Four stat cards appear at the top of the dashboard by default. Each one is clickable and takes you directly to the Registrations tab for more detail.

• Children — Total number of registered children with a breakdown by gender (boys and girls).
• Families — The number of distinct families that have registered at least one child.
• Confirmed — Children whose registration status is confirmed. If any registrations are marked "maybe," the count appears here as well.
• Volunteers — Adults who signed up to help during VBS, plus student volunteers when applicable.

Quick Actions

Below the stat cards, a row of buttons and a menu give admins shortcuts into the most common registration and communication tasks:

• Register Family — Opens the family selector dialog to manually register a family (see the section below).
• Share Event — Opens sharing options for the public registration link and volunteer sign-up link, when volunteering is enabled.
• The bell icon — Turns notifications about new registrations on this event on or off for you.
• The ⋯ (more actions) menu — Holds Manage Members (opens the People area so you can update family, guardian, or child records before registering them), Message Attendees (goes to the messaging page to email or text registered families), and Check-in Sheet (opens the check-in page for the event).

Allergy Alerts

The allergy card is on by default, next to the stat cards. Until a family reports an allergy it shows a quiet "No allergies reported yet" message. Once allergies come in, it groups them by type and lists the children connected to each one. Use the Print button to generate a kitchen-ready report with a summary by allergy type and a full child roster (grade, group, and notes as parents entered them).

Add Widgets

An Add widgets button at the bottom of the Overview page opens a checklist of optional widgets. Check one to add it to the page; uncheck it, or click the X in its header, to remove it. Stat cards don't have an X of their own, so use this checklist to turn them off.

• Recent Activity — The latest ten registrations. Each entry shows the guardian's name, the number of children they registered, and how long ago they signed up. Volunteer sign-ups are distinguished with a heart icon.
• Competition Snapshot — If a donation competition has been set up for the event, shows each group's current total.
• Childcare Requests — How many volunteers requested childcare and how many children need care.

Registration List

The Registrations tab is where you manage all sign-ups in detail. It uses a tabbed layout with up to four tabs depending on your event's configuration.

Children Tab

The default tab lists every registered child in a table. Columns include:

• Child Name — The child's first and last name. Click a name to view the child's full details in a dialog.
• Age — Calculated from date of birth, with the child's completed grade shown alongside.
• Gender — Displayed as a pill badge.
• Guardian — The parent or guardian who registered the child. Click to view the guardian's profile.
• Allergies — Any allergy information on file for the child, shown as a red pill if present.
• T-Shirt Size — The t-shirt size selected during registration, only visible if t-shirt collection is enabled in event settings.
• Friend Preferences — A badge showing the number of friend requests for this child. Click it to see details.
• Actions — An actions menu with options to edit the registration or remove the child.

A search box at the top filters the list by child name or guardian name as you type.

Families Tab

The Families tab groups registrations by family. Each family appears as a collapsible row showing the guardian's name, the number of children registered, and a phone number if available. Expand a family to see individual children and their details.

Volunteers Tab

The Volunteers tab lists all adults who opted to volunteer. The table shows each volunteer's name, contact information, children they registered (as pill badges), any notes, and their volunteer status.

Waitlist Tab

If your event has a guest limit and registrations exceed it, a Waitlist tab appears. It lists families who registered after the event reached capacity. You can promote waitlisted families to confirmed status if spots open up.

Adding Families Manually

While most families register themselves through the public RSVP flow, admins can add families manually from both the Overview page and the Registrations tab using the Register Family button.

Grade and Age Information

Each child's age is calculated from their date of birth and displayed alongside their completed grade in the Children tab. Grades are important for VBS because many churches use grade ranges to determine eligibility and group assignments.

A child's grade can become outdated as school years change. When a grade has not been updated recently, a stale grade warning may appear. If you see this warning, ask the parent to confirm or update their child's grade during the next registration or check-in.

Permissions

Managing VBS registrations requires the events.manage permission. Users with this permission can view registrations, add families manually, edit existing registrations, and remove children from the list. Read-only access to registration data requires the events.view permission.