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Event Attendance

Event attendance in GroupFlow is designed to be transparent for members and powerful for organizers. Members can see who’s attending and manage their own RSVP, while organizers and administrators have tools to manage attendance, waitlists, and post-event records. This guide explains both perspectives.

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Attendance for Members

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Attendees Page

Each event includes an Attendees page that members can view. Depending on group settings, members may be able to see:

• Who is going
• Who is maybe going
• Who is on the waitlist
• Basic profile information for attendees

This helps members:

• Know who else is attending
• Feel more comfortable showing up
• Coordinate informally with other attendees

Only members who have an RSVP reply of “yes” or “maybe” show up in the list.

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Managing Your Own Attendance

Members manage their own attendance directly from the event page. Common RSVP options include:

• Going
• Not going
• Remind me later
• Waitlist (when the event is full and waitlists are enabled)

Once a member responds:

• Their status is reflected on the event
• The event appears in My Events
• Notifications are handled automatically

For paid events, RSVP is tied to a payment record.

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Guests

If the event allows guests:

• Members can indicate how many guests they’re bringing
• Guest counts are included in attendance totals

Guest rules are defined by the event organizer.

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Attendance for Organizers & Administrators

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Attendance Management Page

Organizers and administrators have access to a dedicated Attendance page for each event. This page provides a complete view of:

• All attendees
• Waitlisted members
• RSVP responses
• Payment status (for paid events)
• Attendance roles
• More information

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Searching and Filtering

Organizers can:

• Search attendees by name
• Filter by:
  • RSVP reply (Going, Not going, Maybe)
  • Attendance role (Attendee, Volunteer, Host)
  • Waitlist status
  • Attendance status
  • Payment status
• Sort results by name or date criteria

These tools are especially useful for large or complex events.

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Managing Individual Attendees

For each attendee, organizers can:

• Update RSVP reply
• Mark attendance status:
  • Attended
  • No-show
  • Not recorded
• Assign participation roles:
  • Attendee
  • Volunteer
  • Host
• Adjust guest counts
• Add internal notes
• View attendance history across events

This allows accurate tracking and follow-up.

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Waitlist Management

When an event uses waitlists:

• Organizers can view and manage waitlisted members
• Members can be promoted from the waitlist as spots open
  • This can be done manually or automatically
• Attendance status updates automatically when changes are made
• The attendee is sent a notification via email

This ensures capacity limits are respected without manual tracking.

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Exporting Attendees

Organizers and administrators can export an event’s attendee list for use outside of GroupFlow. Exports can include:

• Attendee names and contact information
• RSVP status
• Attendance status (attended or no-show)
• Ticket or price option (for paid events)
• Guest counts
• Registration and participation details

Common uses for exports include:

• Printing check-in lists (using GroupFlow’s attendance tool is preferred for most cases)
• Sharing attendance with external co-organizers
• Reporting and special filtering
• Importing data into external tools

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Bulk Actions

For efficiency, organizers can perform bulk actions, such as:

• Updating attendance status for multiple people
• Managing RSVP responses in groups

Bulk actions help streamline check-in and post-event cleanup.

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Adding Attendees

Organizers can:

• Add attendees by member lookup
• Invite non-members to an otherwise member-only event
• Add non-member attendees by email address

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After the Event

After an event concludes:

• Attendance records remain available
• No-shows and attendance counts are preserved
• Attendance history contributes to long-term member records

This is useful for:

• Understanding engagement
• Managing limited-capacity events
• Identifying frequent attendees or no-shows

Note: If attendance isn’t recorded for an attendee, they are considered “attended” in GroupFlow’s reporting.

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How Attendance Fits Into Events

• Members manage their own RSVP
• Members can see who else is attending
• Organizers manage capacity, waitlists, and records
• Administrators maintain accurate historical data

Attendance in GroupFlow supports both community-building and operational needs—without requiring external tools.

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Related Documentation

• Events Overview
• Communications
• Member Profiles & Directory
• Payments & Tickets
• Managing Events