Attendance confirmation

A day or two before a busy event, it helps to know who is really coming. Attendance confirmation emails every confirmed guest a short "Are you still coming?" with Yes and No buttons, and collects the answers for you. If you like, a No can free the guest's place for someone on the waitlist.

Nothing is ever sent automatically. There's no schedule or timer: guests are only asked when you choose to ask them.

Who gets askedLink to this section

• Every guest whose registration is Going on a one-off event, at the address they registered with. On team events, each team member is asked individually.
• Guests on the waitlist, waiting for approval or declined are never asked.
• Crew are never asked: they're running the event.
• Each guest is only asked once. Anyone already asked is skipped, even if two organisers press send at the same time.

Recurring series dates can't be asked yet.

Ask your guestsLink to this section

Each guest gets one email, and each email counts towards your email sending limit. The email shows the event's date, time and place, with two large buttons: Yes, I'll be there and No, I can't make it. Choosing one opens the guest's private answer page with that answer picked; they then send it and can add a note of up to 500 characters. See Answering "Are you still coming?" for what guests see.

Most organisers send it one or two days before the event. You can send until the event starts.

Guests who get a place laterLink to this section

After the first send, the button reads Ask newly confirmed guests. Use it for people who got a place since, for example from the waitlist. It only asks guests who haven't been asked before.

Reminding people who haven't repliedLink to this section

Choose Remind people who haven't replied and confirm. Guests without an answer get the question again, with a new link; the link in their earlier email stops working. Each guest can be reminded at most once every 12 hours, and the card tells you when the next reminder is possible.

You can send or remind up to 10 times an hour.

Sending a guest's link yourselfLink to this section

If you'd rather reach someone by text or WhatsApp, or their email isn't getting through, you can copy their personal link and send it yourself.

No email is sent. The link opens the same answer page as the email. Send it only to that guest, because anyone with the link can answer for them.

• If the guest hasn't been asked yet, they now count as asked and show No reply. Ask guests to confirm attendance won't email them as well.
• If they were already asked, the button reads Create new link. The new link replaces the one in their email, which stops working. If they've already answered, their answer stays and they can change it with the new link.
• For safety, Yuyu can't show a link again later. Each time you choose Share attendance link, you get a new one, and the previous one stops working.

The option shows for guests who are Going, until the event starts.

Freeing places when a guest says NoLink to this section

Free the place when a guest says No is off unless you turn it on.

• Off: a No is only recorded. The guest keeps their registration until you or they cancel it.
• On: a No cancels the guest's registration, just as if they'd cancelled from their ticket. If you don't approve each sign-up, the next person on the waitlist moves up automatically. On team events, the usual team rules apply, such as passing leadership to another member.

Guests are warned before they send a No that releases their place, and they can't take it back from the answer page: they'd have to register again while places are left. A guest who has already checked in always keeps their place, but their answer is still recorded.

The email follows the switch at the moment it's delivered: it only mentions giving up the place when the switch is on. It never promises the place to someone on the waitlist, because events where you approve each sign-up don't move anyone up automatically.

Following the repliesLink to this section

Answers from a link you shared yourself show up in exactly the same places as answers from the email.

• The card shows how many guests were asked, when and by whom the last email went, and counts for Coming, Not coming, No reply and Newly confirmed, not asked. If places were released, it says how many.
• Guests → People shows each guest's answer as a chip and any note under their row. A drop-down filters the list by answer, with counts, and saved views keep it. See The guest list.
• The check-in desk shows the answer chip for guests who were asked. See The check-in desk.
• The Overview tab adds a line such as "Attendance: 12 coming · 3 not coming · 5 no reply" once anyone has been asked.
• The guest CSV has Attendance confirmation and Attendance note columns. See Exporting guest data.

Guests can change their answer until the event starts. After that, the replies are final.

Good to knowLink to this section

• You can't ask, remind or share links with guests once the event has started, or if it's cancelled.
• A queued email is dropped rather than sent if the guest has already answered, is no longer going, or the event was cancelled.
• Cloning an event copies the Free the place when a guest says No setting, never the questions or answers. See Cloning, cancelling and deleting.
• Answers are deleted with the registration. Guests' own answers are included when they download their data.
• For any other message to guests, see Emailing your guests.