Schedule rehearsals for everyone signed up

A Christmas play, a choir cantata or a youth musical needs practices before the big day. Schedule them on the event, and everyone who signed up is invited, reminded a few hours before, and can tell you whether they're coming.

Schedule a rehearsal

Open the event page

Click the event on your Events page. Its page opens ready to edit. Under the sign-up card, the Add to this event list has Schedule rehearsals. It appears on events that take sign-ups.

Fill in the details

Click Schedule rehearsals. Choose Rehearsal or Meeting, give it a title if you like, and set the date, start and end time, where it is, and any notes (“Bring your script”). The dialog shows how many people will be invited.

Save and notify

Leave Notify … people now checked and click Schedule rehearsal. Everyone invited hears right away. To set it up quietly first, uncheck it: the rehearsal shows Not sent until you open it and choose Notify … people.

The Schedule a rehearsal dialog on an event, with date, time, place and notes — Scheduling a rehearsal from the event page.

Once there is one, a Rehearsals section appears on the page after the schedule, and Rehearsals in the list jumps to it.

Tip

Weekly practices? Click Add in the Rehearsals section for the next one. It starts a week after the last, at the same time and place, so it's usually just a check and save.

Who is invited

Everyone with a confirmed sign-up for the event. When parents registered their children, the parent is invited, since they're the one bringing them. Waitlisted and cancelled sign-ups are left out, and so are volunteers you turned down.

The list keeps up on its own. Someone who signs up after you scheduled a rehearsal is invited automatically, usually within 15 minutes, and someone who cancels drops off.

Note

Invitations go to the person's Hubl record. Staff-added sign-ups get one as long as you enter an email or phone. A sign-up with only a name isn't invited. Use Messages to reach them.

What people receive

The invitation, as an app notification, in their Hubl inbox, and by email or text, with buttons to answer.
A reminder about four hours before, unless they said they can't make it.
A notice when something changes. A new time asks everyone again whether they can come; a new place or new notes is a heads-up.

People answer I'll be there or Can't make it, with an optional note. The email and text links work without signing in, and the rehearsal page has an Add to calendar button. Signed in, people also see their rehearsals on the event's page, under the schedule, and in the Hubl app under Me → Coming up.

See who is coming

Click a rehearsal in the Rehearsals section to open it. Who's coming lists everyone invited under Coming, Can't make it (with their note) and No answer yet. Whoever scheduled the rehearsal gets a notification each time someone says they can't come.

Change or cancel a rehearsal

Open the rehearsal and choose Edit or Cancel rehearsal. Moving the time clears everyone's answers and asks them again. Cancelling tells everyone who was invited. A rehearsal nobody was told about is simply removed.

Warning

People are notified as soon as you save a change. Double-check the date and time before you click Save changes.

Permissions

Anyone who can edit the event can schedule, change and cancel its rehearsals, including the event's organizers. People who signed up can see the rehearsals they're invited to and answer them, but can't change them.