When Headcount Buddy Texts You
Headcount Buddy sends messages on your behalf — RSVP reminders, event cancellations, time or location changes, headcount updates, and more. Here’s what to expect about when those messages arrive.
The short answer
Players won’t get texted at 2am. And no one will feel like they’re being bombarded.
Routine notifications go out during reasonable daytime hours. If something urgent comes up close to game time, the message still gets through in time — so no one shows up to a canceled event because the notice was waiting for morning.
Routine messages wait for daytime
For everyday notifications — a reminder to RSVP, a headcount update, a schedule change — Headcount Buddy is designed to hold messages that would otherwise land late at night and deliver them the next morning instead.
So if you cancel a practice at 11pm, your players are set to hear about it in the morning, not in the middle of the night.
For players: you won’t be woken up by a routine nudge at an odd hour.
For organizers: your players will still get the message — just at a time when it won’t annoy them.
Note: This behavior is coming soon and not yet active. We’re sharing how it’s intended to work so you know what to expect.
Urgent messages still get through in time
There’s one important exception: if an event is coming up soon and something critical changes — a cancellation, a last-minute time or location change — the message goes out ahead of the event, even if that means it arrives in the early morning.
This is intentional. A cancellation notice that waits until 9am doesn’t help anyone whose game starts at 7am. When it matters, your people hear about it in time to act.
Here’s what that looks like in practice:
Organizer (texting at 12:30am): cancel tomorrow’s 6am practice Headcount Buddy: Done — I’ll let everyone know the practice is canceled. Notices are going out now so no one shows up.
Player (receives at ~12:35am): Hey, just a heads-up — tomorrow’s 6am practice has been canceled. See you next time!
The assistant recognized that the event was imminent and sent the notice right away, even at that hour.
Compare that to a non-urgent change:
Organizer (texting at 11pm): move Saturday’s scrimmage to 3pm instead of 2pm Headcount Buddy: Got it — I’ll let the group know about the updated time. I’ll send the notices out in the morning.
Players (receive the next morning): Quick update — Saturday’s scrimmage has moved to 3pm. Does that still work for you? Reply YES or NO.
Same assistant, same job — but no one’s phone buzzed at 11pm for a change that didn’t need to land until morning.
No back-to-back messages
Even when several notifications could go out around the same time, the assistant spaces them out so no one feels like they’re being spammed. If you’re on two teams that both happen to have updates, you won’t get a pile of texts all at once.
Note: This behavior is coming soon and not yet active. We’re sharing how it’s intended to work so you know what to expect.
Questions?
Reach out anytime at help@headcountbuddy.com — we’re happy to help.