> ## 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).
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
**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
Go to [Marketing & Events](https://www.carstoragesoftware.com/dashboard/marketing).
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.
Click the event to open its detail page.
**Expected result:** You see the event title, summary cards for attendance, and a list of attendees.
*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.
Publish the event with [Create a social event](/docs/marketing-events/create-a-social-event). Send the first invite with [Create a campaign](/docs/marketing-events/create-a-campaign) or post in a [community channel](/docs/marketing-events/manage-community-channels).
**Expected result:** **Total Views** starts to rise as customers open the page.
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.
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.
Use [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees) 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.
**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).
### How to use the numbers in plain English
**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.
**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)).
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.
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).
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.
*Use the RSVP Status dropdown to update one guest. The **Checked In** column stays empty until event day.*
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.
*Use **Filters & Settings** to choose which columns appear. Sort by **RSVP Status** or search by name when the guest list grows.*
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.
*Use Search attendees when you need one name in a long guest list.*
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**
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
On the event detail page, click **Share**. A small menu opens.
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).
* **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.
In plain language, ask them to open the link and choose **Going**, **Maybe**, or **Can't Go** so your counts stay accurate.
*The Share menu is on the event detail page. Copy link is the most common choice for email and text invites.*
*QR codes are helpful at the facility entrance or on printed flyers for Cars and Coffee style events.*
**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.
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.
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**.
Use [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish) to email guests marked **Going** with parking instructions and the event time.
**Expected result:** Fewer "what time is it again?" calls on event morning.
Share [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees) 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).
* 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.
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.
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**.
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!"
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.
Follow [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish) 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
**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.
**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.
**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.
**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).
* On the day of the event, use [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees).
* After a great visit, ask for feedback with [Request and manage reviews](/docs/marketing-events/request-and-manage-reviews).
## Related topics
- [Create a social event](/docs/marketing-events/create-a-social-event.md)
- [Check in social event attendees](/docs/marketing-events/check-in-social-event-attendees.md)
- [Add campaign message, audience, and publish](/docs/marketing-events/add-campaign-message-audience-and-publish.md)
- [Marketing & Events overview](/docs/marketing-events/overview.md)
- [Create a campaign](/docs/marketing-events/create-a-campaign.md)
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