Headcount: Is It On?
Headcount Buddy watches your confirmed count against your event’s target and keeps you in the loop automatically — whether you suddenly have too many players for the spots or not enough. You can also ask for a full picture whenever you want.
Here’s what that actually looks like.
When someone tips you over
You’re running a one-court doubles practice (4 spots). A fifth player RSVPs yes. You get a text:
Headcount Buddy: Just got one more RSVP — we have 5 for Saturday’s practice (4 spots). Bob said he’d skip if needed — want me to ask him?
You: Yes, ask Bob to skip.
Headcount Buddy: On it — asking Bob now.
Bob gets a separate text:
Headcount Buddy: Hey Bob — headcount’s tight in a good way for Saturday. We’ve got 4 without you. Totally fine to take this one off, or stay in — up to you.
Bob replies:
Bob: Sure, I’ll sit this one out.
You get the close:
Headcount Buddy: Done. Bob is sitting this one out. We have 4 for Saturday’s practice.
That’s it. You never had to figure out who to ask, compose a message, or wait to hear back — the assistant handled the whole loop and reported back to you.
If Bob had wanted to stay in, you’d hear:
Headcount Buddy: Heads up — Bob would like to stay in. Still 5 of 4 for Saturday.
Your call from there. You can ask the assistant to reach out to someone else, or sort it out yourself.
When nobody flagged as flexible
If nobody on the confirmed list said they’d be willing to skip, the assistant still flags the problem and gives you two paths:
Headcount Buddy: We have 6 for Saturday (4 spots) and no one flagged as flexible. Current lineup: Sara, Mia, and 4 others. Do you want to decide who sits out, or want me to reach out to someone?
You: Ask Sara to sit this one out.
Headcount Buddy: Got it — reaching out to Sara now.
When you’re short
The assistant checks your confirmed count as the event approaches. If you’re under your target, you’ll hear about it:
Headcount Buddy: We have 2 of 4 confirmed for Saturday’s practice (36 hours away). Victor said he could fill in if needed, and Sara is a maybe. Want me to reach out to them?
You: Ask Victor if he can make it.
Headcount Buddy: Done — I’ve messaged Victor.
Victor gets a text:
Headcount Buddy: We’re one short for Saturday’s practice. Any chance you can make it? No worries if not.
If Victor says yes, you hear:
Headcount Buddy: Victor’s in — we have 4 for Saturday’s practice. All set.
If Victor can’t make it:
Headcount Buddy: Heads up — Victor can’t make it. Still 3 of 4 for Saturday.
Check in anytime: “How’s Saturday looking?”
You don’t have to wait for the assistant to reach out. Text it anytime and you’ll get a warm single summary — confirmed count vs. target, the full RSVP breakdown, and if a sub search is in progress, where that stands too.
You: How’s Saturday looking?
Headcount Buddy: Saturday’s practice is looking good — 4 of 4 confirmed. Breakdown: 3 yes, 1 soft-yes. One player hasn’t responded yet. No sub search running. You’re all set.
Or if you’re short:
Headcount Buddy: Saturday’s practice is short — 3 of 4 confirmed. Breakdown: 3 yes, 1 soft-no (Victor, who said he’d fill in if needed), 1 no-response. Want me to reach out to anyone?
Close to start and still short: your call
If your event is still short about 12 hours before it starts, the assistant checks in with you directly rather than acting on its own:
Headcount Buddy: Saturday’s practice is in about 12 hours and you’re still at 3 of 4. Want me to try to find a sub, or would you rather call it off?
You decide. The assistant offers the choice clearly and waits for your answer.
A few things worth knowing
The assistant only flags headcount when your event has a target set. If your event doesn’t have a headcount rule configured, the assistant won’t send headcount alerts — there’s nothing to check against.
Confirmed means yes or soft-yes. Players who said yes, and players who said they’re planning to come but flagged some flexibility, both count toward your confirmed total. Maybes and soft-nos don’t count — but the assistant knows who they are and will suggest them first when you need someone to fill in.
RSVPs lock close to start. Within 12 hours of an event, players can’t drop out or add themselves in ways that would hurt your headcount. If someone tries, they’re told to contact you directly — and you get a heads-up so nothing slips through silently.
The assistant reaches out — you approve. When the assistant suggests asking someone to skip or fill in, it waits for your go-ahead before contacting the player. You stay in control of who gets messaged.
Questions or want to get your team set up? Email help@headcountbuddy.com.