Attendance, nominations and guests

An event’s participant list shows who’s going, who’s missing and who hasn’t replied yet. As an organiser or with the Manage attendance permission (coaches and supervisors by default) you also keep track of attendance there.

#Opening the participant list

Tap the participant count on an event card, or open the event and tap the participants icon in the Participation section.

If Hide participant list is switched on, regular participants only see the count. Organisers always see everything.

#Tracking attendance

There’s no separate attendance checklist: anyone still marked Going after the event counts as present. You only correct the exceptions.

1. Tap a person in the participant list. Edit status opens.
2. Choose the new status. Once the event has started, the decline button becomes Absent.
3. For Absent, the app asks: Excused (cancelled in advance) or Unexcused (didn’t show up without notice). As an organiser you don’t need to give a reason.
4. For people who are going, you can record Lateness after the start: None, +1, +5, +10 or +15 min.
5. Optionally add a Note and tap Save.

Organisers and coaches can still change someone’s status after the response deadline. Lateness and unexcused absences feed into the statistics.

Organisers aren’t automatically participants. They reply separately in the Organizer responses block with Present or Absent.

#Nominating and removing players

• Nominate: in the Squad tab, tap a player and choose Nominate for this event only or – for a series – Nominate for all future events.
• Remove: in Edit status you’ll find Remove participant or Remove guest. For a series, choose Only this event or All future events.

If someone declines or is marked absent and the event is full, the first person on the waitlist moves up automatically and is notified.

#Adding participants and guests

1. Open the event and tap ⋯ at the top → Add participants.
2. Choose Group, Club (if your team belongs to a club) or Guest at the top.
3. Find people with Search by name or email... and select them. For a series, To all future events adds them to all upcoming events too.
4. For a guest, enter the Name of the guest and tap Add as guest.

Newly added people get an invitation by push notification. Guests don’t need a VolleyFit account and are entered as going straight away.

#Reminding people who haven’t replied

If not everyone has replied, the participant list shows a line like “3 participants without answer”.

1. Tap the line. Send reminder opens.
2. Choose people under Recipients (Select all / Select none). Guests aren’t included.
3. Write a Message (required, up to 500 characters).
4. Tap Send.

For privacy reasons the push notification only contains a neutral hint – your message is shown in the app on the event. Guardians are notified too. Afterwards you can see when the last reminder was sent.

There’s also the automatic Reminder, which you set when creating the event. It only goes to participants who haven’t replied yet and can arrive up to about an hour after the time you set. More in Creating events and series.

#In the web dashboard

Click an event in the Calendar. In the side panel, Participants shows the blocks No response, Confirmed, Declined, Maybe, Absent and, if needed, Waitlist.

• Add people adds members to this one event.
• Add guest enters a guest as confirmed.
• Remove (✕) takes someone off. If they had accepted, someone moves up from the waitlist.
• Remind sends a reminder to everyone without a reply – with a required message, just like in the app.

Other people’s status, lateness and unexcused absences can only be recorded in the app. The dashboard deliberately doesn’t show decline reasons.