Add members to the roster

The roster is everyone signed up for a trip. From the People tab you add members, leave notes, and see who's confirmed, waitlisted, or waiting for approval.

Add a member

1. On the trip, open the People tab and press Add member.

2. Under Member, type at least two characters to search, then pick someone.

3. Add Signup notes for anything staff should know — dietary needs, mobility, an emergency contact.

   Notes are visible to staff on the roster and check-in views, and never sent to the portal.

4. Press Add member.

Where the sign-up lands

Where someone lands depends on the trip.

Confirmed

There's room, so they're on the roster. You'll see {name} added to the roster.

Waitlist

The trip is full and Allow waitlist is on, so they queue. You'll see {name} added to the waitlist.

Pending

The trip needs approval first, so they wait for a staff yes. You'll see {name} signup is pending approval.

Add someone to a full trip

If the trip is full you'll see a note that extra sign-ups go to the waitlist. When you have the go-ahead, tick Force-register over capacity to seat them anyway. It's audit-logged, so use it only when staff have agreed the over-cap is fine.

Switch between segments

The Confirmed, Waitlist, and Pending buttons switch which list you're viewing. Empty lists read No confirmed members yet, Waitlist is empty, or No signups awaiting approval.