> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Review social event RSVPs and attendees

> Check who is coming to a customer event, understand RSVP responses, and prepare your team before event day.

## What you will accomplish

Use this guide after you have created a social event with [Create a social event](/docs/marketing-events/create-a-social-event.md).

When you finish, you will know:

* How many customers plan to attend
* Who said **Going**, **Maybe**, or **Can't Go**
* How to find one person quickly in a long guest list
* When to share the event link or send a reminder campaign

> [!NOTE]
>
> **Why review RSVPs before event day**
>
> RSVP totals help your team plan parking, food, staff coverage, and name tags. Checking the list early gives you time to follow up with customers who have not responded.

## Before you start

* The social event is already created and visible on [Marketing & Events](https://www.carstoragesoftware.com/dashboard/marketing).
* You know the event date, time, and location.
* If the event is paid, payment processing is ready in [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing).
* You know whether the event is open to all customers, invited customers only, or anyone with a public link.

## Open the event detail page

**1. Open Marketing & Events**

Go to [Marketing & Events](https://www.carstoragesoftware.com/dashboard/marketing).

**2. Find the event on the calendar**

Use the calendar view and look for the event on the correct day. You can also use filters or search if your calendar is busy.

**3. Click the event name**

Click the event to open its detail page.

**Expected result:** You see the event title, summary cards for attendance, and a list of attendees.

![Social event detail page showing Total Views, Capacity, Going, Maybe, and Can't Go counts with an attendee table and Check In button](https://mintcdn.com/carstoragesoftware/droZyI7iE1pSf0hh/images/marketing-events/social-event-detail-fresh.webp?fit=max\&auto=format\&n=droZyI7iE1pSf0hh\&q=85\&s=9020c7e3a02cf5934e7dfe02e3e1f31a)

*The event detail page is your home base for page visits, RSVP totals, and the guest list before event day.*

## Your planning timeline (recommended)

You do not need to stare at the RSVP list every hour. These check-ins match what most facilities do before a busy open house or member event.

**1. Two weeks before — create and share**

Publish the event with [Create a social event](/docs/marketing-events/create-a-social-event.md). Send the first invite with [Create a campaign](/docs/marketing-events/create-a-campaign.md) or post in a [community channel](/docs/marketing-events/manage-community-channels.md).

**Expected result:** **Total Views** starts to rise as customers open the page.

**2. One week before — read the summary cards**

Open this event detail page. Note **Going**, **Maybe**, and **Can't Go**. Do not count **Maybe** guests as confirmed when you order food or parking.

**Why this matters:** **Maybe** means "interested, not sure yet." Only **Going** is a firm head count.

**3. Two to three days before — follow up**

Send a short reminder campaign to customers marked **Going** or **Maybe**. Use **Search attendees...** when someone calls the front desk to ask if they are on the list.

**Expected result:** More **Maybe** responses change to **Going** or **Can't Go** so your numbers stay honest.

**4. Event day — switch guides**

Use [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees.md) at the door. The **Checked In** column on this page updates as guests arrive.

## Understand the summary cards

At the top of the event page, five summary areas help you plan quickly:

* **Total Views** — how many times customers opened the event page. A low number before you send invites is normal; it rises after you share the link.
* **Capacity** — how many people the event can hold, if you set a limit.
* **Going** — customers who plan to attend.
* **Maybe** — customers who are interested but not sure yet.
* **Can't Go** — customers who declined. This still helps you know they saw the invite.

> [!NOTE]
>
> **Paid events:** If customers must buy a ticket, make sure ticket sales match the **Going** count you expect. If numbers look low, send a reminder campaign using [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish.md).

### How to use the numbers in plain English

> [!NOTE]
>
> **Capacity (for example 3 / 75)** — how many people marked **Going** compared to the maximum you set. The first number is confirmed attendees; the second is your cap.
>
> **Going** — treat this as your planning number for parking spots, chairs, and coffee cups.
>
> **Maybe** — follow up with a reminder, but do not reserve resources for every **Maybe** guest.
>
> **Can't Go** — still useful. It tells you they saw the invite and are not coming.
>
> **Total Views** — how many times anyone opened the event page. Low views before you send invites is normal. If views stay at zero after a big email blast, double-check the link in your campaign.

> [!TIP]
>
> **Quick head-count rule**
>
> For food and parking, plan for **Going** only. If you are almost full, call customers marked **Maybe** and ask them to pick **Going** or **Can't Go** so the list stays accurate.

## Review the attendee list

The attendee table shows one row per person who responded. Columns include:

* **First Name** and **Last Name** — who the guest is.
* **Email** and **Phone** — how to reach them if plans change.
* **Car(s)** — vehicles linked to their portal account (helpful at car-focused events).
* **RSVP Status** — **Going**, **Maybe**, or **Can't Go**.
* **Checked In** — whether they arrived on event day (empty until [check-in](/docs/marketing-events/check-in-social-event-attendees.md)).

Click a column header to sort the list. Use **Filters & Settings** on the right side of the table to show or hide columns when your team needs a simpler view.

**1. Scroll to the attendee table**

Below the summary cards, find the table of people who responded.

**Expected result:** Each row shows a guest name, contact details, **RSVP Status** (going, maybe, or can't go), and **Checked In** (empty until event day).

**2. Sort or filter by RSVP status**

Click the **RSVP Status** column header to sort the list by response type. This groups **going** guests together so you can plan head count.

To show or hide columns (for example **Car(s)** or **Phone**), click **Filters & Settings** on the right side of the search bar, then open **Columns**.

**Why this matters:** Staff can fix mistakes without asking the customer to log in again.

![Social event attendee table showing RSVP Status dropdown and Checked In column with Not checked in badges](https://mintcdn.com/carstoragesoftware/droZyI7iE1pSf0hh/images/marketing-events/social-event-rsvp-inline-edit.webp?fit=max\&auto=format\&n=droZyI7iE1pSf0hh\&q=85\&s=a6cd015c02dfeb489d276d4b3e897187)

*Use the RSVP Status dropdown to update one guest. The **Checked In** column stays empty until event day.*

**3. Read ticket and check-in badges**

In the **Checked In** column you may see:

* **Not checked in** — guest has not arrived yet.
* **No ticket** — guest RSVP'd but does not have a ticket record (common for free events).
* **Revoked** — a ticket was cancelled and should not be used at the door.

**Why this matters:** Door staff can spot problems before they let someone in.

![Social event attendee table with Filters and Settings menu open showing Columns option](https://mintcdn.com/carstoragesoftware/droZyI7iE1pSf0hh/images/marketing-events/social-event-attendee-filter.webp?fit=max\&auto=format\&n=droZyI7iE1pSf0hh\&q=85\&s=d142f62d2930e80d10b8a1e2833108b2)

*Use **Filters & Settings** to choose which columns appear. Sort by **RSVP Status** or search by name when the guest list grows.*

**1. Search for one person**

Type in **Search attendees...** when you need to find a name or email quickly.

This is helpful when a customer calls and asks, "Am I on the list?"

**Expected result:** The table shows only rows that match what you typed.

![Social event attendee table with Search attendees field filled in and matching guest rows visible](https://mintcdn.com/carstoragesoftware/droZyI7iE1pSf0hh/images/marketing-events/social-event-attendee-search.webp?fit=max\&auto=format\&n=droZyI7iE1pSf0hh\&q=85\&s=1207bfc21f74a3a5f67bc143e330cee4)

*Use Search attendees when you need one name in a long guest list.*

**1. Check RSVP status for each row**

Each row shows how that person responded. Use this list to:

* Confirm VIP guests are marked **Going**
* Follow up with **Maybe** responses if space is limited
* Avoid planning meals or gifts for people who chose **Can't Go**

**2. Use Edit if details changed**

Click **Edit** if the event time, location, description, or capacity needs to change. Save updates before you widely share the event link.

**Expected result:** You can answer "how many people are coming?" in a few seconds without exporting a spreadsheet.

## Share the event when you are ready

**1. Click Share**

On the event detail page, click **Share**. A small menu opens.

**2. Choose how to share**

Pick the option that fits your workflow:

* **Copy link** — paste the RSVP page into a text, email, or [campaign](/docs/marketing-events/create-a-campaign.md).
* **Open link** — preview what customers will see before you send it.
* **QR code** — show a code on a poster, TV screen, or printed flyer so guests can scan it at the door.

**3. Tell customers what to do**

In plain language, ask them to open the link and choose **Going**, **Maybe**, or **Can't Go** so your counts stay accurate.

![Share menu on a social event with Copy link, Open link, and QR code options](https://mintcdn.com/carstoragesoftware/Qb2HfPrid60OUNfQ/images/marketing-events/social-event-share-menu.webp?fit=max\&auto=format\&n=Qb2HfPrid60OUNfQ\&q=85\&s=9937fc27be78c0b58736660afe809f59)

*The Share menu is on the event detail page. Copy link is the most common choice for email and text invites.*

![QR code dialog for a social event showing a scannable code customers can use to RSVP](https://mintcdn.com/carstoragesoftware/droZyI7iE1pSf0hh/images/marketing-events/social-event-qr-dialog.webp?fit=max\&auto=format\&n=droZyI7iE1pSf0hh\&q=85\&s=9ed4ea6488aa5a191b755d9c64af382b)

*QR codes are helpful at the facility entrance or on printed flyers for Cars and Coffee style events.*

> [!TIP]
>
> **Expected result**
>
> As customers RSVP, the **Going**, **Maybe**, and **Can't Go** numbers update on the event page. Refresh the page if you do not see a response right away.

## Prepare your team before event day

Use this short checklist **three to five days before** the event so surprises are rare on the day customers arrive.

**1. Compare Going to Capacity**

If you set **Max Attendees**, compare the **Going** count to **Capacity** on the event detail page.

**Expected result:** You know whether you need a waitlist, extra parking, or more staff before the week gets busy.

**2. Call or email Maybe guests (optional)**

Filter the attendee table to **maybe** and reach out to guests who have not decided.

**Why this matters:** **Maybe** is not a head count for food or parking. A friendly confirmation call often turns a **Maybe** into **Going** or **Can't Go**.

**3. Send a reminder campaign**

Use [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish.md) to email guests marked **Going** with parking instructions and the event time.

**Expected result:** Fewer "what time is it again?" calls on event morning.

**4. Assign check-in staff**

Share [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees.md) with whoever works the door. Have them open the event page and tap **Check in** once before guests arrive.

**Expected result:** The door team is not learning the screen for the first time when a line forms.

* Compare **Going** count to **Capacity** if you set a maximum. Plan a waitlist process if you are close to full.
* Assign staff for check-in using [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees.md).
* Send a reminder one or two days before the event to customers marked **Going** or **Maybe**.
* Confirm parking, food, and door access match the expected headcount.

### Send a reminder campaign to RSVPs

A quick email or text reminder helps customers remember the date and gives you a chance to nudge **Maybe** responses to confirm.

**1. Note who needs a reminder**

On the event detail page, check **Going** and **Maybe** counts. Write down whether you want to remind everyone or only people who have not confirmed yet.

**2. Create a short campaign**

Open [Marketing & Events](https://www.carstoragesoftware.com/dashboard/marketing) and click **Create New** → **Email Campaign** (or **SMS Message** if texting is set up). Name it something your team will recognize, such as **Cars & Coffee Reminder — July 12**.

**3. Write a friendly reminder**

Keep the message short: event name, date, time, location, and what to bring. Example: "Reminder: Cars & Coffee is this Saturday at 9 AM in the Main Showroom. We look forward to seeing you!"

**4. Choose the audience**

In the campaign **Audience** section, add customers who RSVP'd **Going** or **Maybe**. You can search by name if the list is long.

**Why this matters:** A reminder sent only to people who already said they are coming reduces confusion—and you are not blasting customers who declined.

**5. Schedule and publish**

Follow [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish.md) to schedule the send for one or two days before the event.

**Expected result:** Customers receive a timely reminder, and your team sees the send on the marketing calendar.

## Common mistakes to avoid

* Do not assume **Maybe** means **Going** when you order food or materials.
* Do not share a customers-only event link on a public website if the event is meant for invited customers only.
* Do not wait until event day to look at RSVPs for the first time.
* Do not edit capacity lower than the current **Going** count without a plan for who you will contact.

## Troubleshooting

> [!WARNING]
>
> **Nobody appears in the attendee list yet**
>
> Share the event link with a small test group first. Confirm customers can open the page and submit an RSVP. If the event is invite-only, verify the customer is signed in to the portal.

> [!TIP]
>
> **A customer says they RSVP'd but I do not see them**
>
> Search by email, not just first name. Ask which email they used for the portal. They may have responded under a different address than you expect.

> [!WARNING]
>
> **Going count is higher than capacity**
>
> Open **Edit** and review **Max Attendees**, or contact extra guests politely. Some facilities close registration automatically when capacity is full—confirm your event settings match your policy.

> [!TIP]
>
> **The event time looks wrong**
>
> Check your facility time zone in [Settings > General](https://www.carstoragesoftware.com/dashboard/settings/general). Event times follow your team's date and time settings.

## What to do next

* Send a reminder or final details with [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish.md).
* On the day of the event, use [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees.md).
* After a great visit, ask for feedback with [Request and manage reviews](/docs/marketing-events/request-and-manage-reviews.md).


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