Manage Your Roster & Event Day

title: 'Manage Your Roster & Event Day'

description: 'Your roster shows who is coming, who they are bringing, and who has paid — from the first sign-up through check-in on event day.'

category: 'events-registrations'

order: 7

updated: '2026-10-27'

As registrations come in, your roster becomes the single source of truth for your event: who's coming, who they're bringing, what they ordered, and who's paid. This guide covers working your roster, recording payments, handling refunds and cancellations, checking families in on event day, and canceling an event if you need to.

Your Event at a Glance

Open the event from the Events page. Alongside the roster you'll see:

Attendees — how many people are registered, out of your capacity if you set one.
Collected — how much you've collected for the event so far.
Volunteers — for each volunteer slot, how many spots are filled and how many are still needed.

Your Roster

The Roster has three views. Use the switch at the top to move between them:

Registered — everyone who's registered, with a running count of registrations, attendees, and spots left. Each attendee shows who registered them and the registration's payment status.
In progress — families who've started but haven't finished: those Awaiting payment and those Started but still filling in the form. This is your nudge list.
Invitees — everyone you've invited or who's requested a link, and whether they've viewed it or registered. See Invite Families & How Registration Works.

Use the search box to find anyone by attendee name, registrant, or email.

Payment Statuses

On paid events, each registration shows where its payment stands: Unpaid, Processing (a bank transfer that hasn't cleared yet), Paid, Failed, Refunded, or Partial refund. Free registrations show as Free.

If a bank transfer fails after a family registered, Lazarus emails your school's primary admin so you can follow up.

Registration Details

Click any registration to open its details. You'll see the registrant's contact information, where the registration came from (**Public link**, Household invite, or Added by staff), each attendee, their answers to your questions, any extras and volunteer slots, and a full transaction breakdown.

The actions at the top of the panel depend on the registration's status:

Mark paid — for registrations awaiting payment. Use it when a family pays by cash or check. Add an optional note, like "Check #1042," and the registration is marked paid and registered.
Resend confirmation — sends the confirmation email again, with the family's manage link.
Refund — on events with refund requests enabled, return some or all of what the family paid. See Refunds below.
Check in — on event day. See Event Day Check-In below.
Cancel registration — removes the registration and frees its spots, extras, and volunteer slots for other families.

Adding a Registration Yourself

For phone sign-ups or walk-ins, click Add registration at the top of the event page. Enter the registrant's name and email, answer any registration questions, add each attendee, and click Add registration.

If the event is already full, Lazarus warns you and lets you choose Add over capacity to make an exception. For a paid event, the registration holds its spots and waits for payment. The family receives an email with a link to pay online, or you can use Mark paid when they pay you directly.

Refunds

When a family asks for a refund through their registration, the request shows on the roster with a Refund requested label, and Lazarus emails your school's primary admin. Nothing is refunded until you act on it.

To refund a registration, open it and click Refund. Enter an Amount for a partial refund, or leave it blank to refund the full remaining amount, then click Issue refund. The money goes back through Stripe to the payment method the family used, and the payment status updates to Refunded or Partial refund.

Note: Payments made at the event (cash or check) don't go through Stripe, so settle those directly with the family.

Event Day Check-In

On the Premium plan, you can check attendees in as they arrive, right from the roster. Click Check in next to an attendee, or open a registration and choose Check in everyone to check in the whole group at once. Checked-in attendees show Checked in ✓. Made a mistake? Choose Undo check-in.

Tip: Pull up the roster on a tablet or laptop at the door. It's faster than a printed list, and your attendance is recorded the moment people walk in.

Exporting Your Roster

Click Export CSV to download the current roster view as a spreadsheet. The registered export includes each attendee, who registered them, their email, status, payment, amount paid, extras, volunteer slots, check-in, and every answer to your questions — handy for name tags, a catering count, or a printed backup list.

Canceling an Event

If an event can't go ahead, open it and click Cancel event (or choose Cancel event from the event's ⋯ menu on the Events page). Write a Message to registrants explaining what happened. For paid events, you can also check Automatically refund every paid registration in full.

When you confirm:

Every registered family — and every family still awaiting payment — receives your message by email.
Registration closes and the event page shows that the event has been canceled.
If you chose automatic refunds, each paid registration is refunded in full.

Canceling can't be undone, so double-check your message before you send it.

Wrapping Up

That completes the events workflow, from creating an event to checking in your last family. After the event, your roster stays available — export it for your records, look back at who came, and on the Premium plan, Duplicate the event to run it again next year with the same settings, extras, and questions.