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StationOne Documentation

RSVPs and Attendance

This guide covers everything after an event is created — collecting RSVPs, recording who actually attended, sending reminders, and managing the member list.

How RSVPs and attendance work

Section titled “How RSVPs and attendance work”

StationOne separates intent (RSVP) from actual attendance (post-event):

StatusWho sets itWhenWhat it means
AttendingMember or adminBefore eventPlans to come
MaybeMember or adminBefore eventMight come
Not Attending / ApologyMember or adminBefore eventCannot attend
Not RespondedSystem default—No RSVP yet
AttendedAdmin onlyAfter event endsWas present
AbsentAdmin onlyAfter event endsDid not show

Only Attended status counts in member activity reports. RSVPs are for planning — they do not count as confirmed attendance.

Viewing event details and RSVPs

Section titled “Viewing event details and RSVPs”
  1. Click on an event title from the events list
  2. The details page shows attendance counts broken down by status:
    • Pre-event: Attending, Maybe, Not Attending (or Apology), Not Responded
    • Post-event (after end time): Attended, Absent
  3. Each section lists the members in that status
  4. Assigned vehicles are shown in the event details

Member RSVPs

Section titled “Member RSVPs”

Members use the RSVP buttons on the event details page (or links in invitation emails) to signal their intent.

Standard events:

  • Attending — Planning to come
  • Maybe — Uncertain
  • Not Attending — Cannot come

Meeting events:

  • Attending and Maybe work the same way
  • Not Attending is replaced with Apology — the appropriate terminology for a formal meeting

Members can change their RSVP at any time before the event. The status updates immediately.

Meeting RSVPs

Section titled “Meeting RSVPs”

When an event type is set to Meeting, the RSVP options are adjusted:

  • Attending and Maybe remain unchanged
  • Can’t Attend becomes Apology throughout the event — on the details page, attendance lists, and invitation emails
  • RSVP email links also show the Apology option for meeting-type events

Record post-event attendance

Section titled “Record post-event attendance”

After the event’s end time has passed, admins record who actually attended.

Marking individual members

Section titled “Marking individual members”
  1. Open the event details
  2. Members who RSVPd Attending show ✓ Attended and ✗ Absent buttons
  3. Click ✓ Attended to confirm the member was present
  4. Click ✗ Absent to record a no-show

You can reverse a mistake at any time — an Attended member has an ✗ Absent button, and vice versa.

Bulk marking

Section titled “Bulk marking”

To update multiple members at once:

  1. Open the event details
  2. In the Bulk Update section, check the members you want to update
  3. Select Attended (confirmed) or Absent (no-show) from the dropdown
  4. Click Update Attendance

Why this matters

Section titled “Why this matters”

Only Attended status counts in member activity reports. A member who RSVPd Attending weeks ago and didn’t show up does not count — unless an admin marks them Absent, they simply remain as “Attending (RSVP)” which is excluded from attendance reports.

Mark post-event attendance after every event to keep activity percentages accurate.

Send invitations later

Section titled “Send invitations later”

If the event was created without sending notifications:

  1. Open the event details
  2. Click Send Invitations
  3. All unit members receive an invitation email with RSVP links

Send targeted reminders

Section titled “Send targeted reminders”

Send a manual reminder to a specific subset of members at any time:

  1. Open the event details
  2. Click Send Reminder
  3. Choose a recipient filter:
    • All Members — Everyone in the unit
    • Attending — Only confirmed attendees
    • Maybe — Only those marked as maybe
    • Not Attending — Only those who declined (standard events)
    • Apology — Only those who sent an apology (meeting events)
    • Not Responded — Only those who haven’t responded yet
  4. Add an optional custom message
  5. Click Send

Suggested sequences:

  • 1 week before — Remind Not Responded to encourage RSVPs for planning
  • 3–4 days before — Nudge Maybe members to commit
  • 2–3 days before — Final details for Attending members (what to bring, parking, etc.)

Manually add a member

Section titled “Manually add a member”

For members who missed the original invitation or joined after the event was created:

  1. Open the event details
  2. Scroll to Add Member
  3. Select the member from the dropdown
  4. Choose an initial status (Attending, Maybe, or Not Responded)
  5. Click Add Member

No email is sent when adding a member manually — this is for coordination only. If you want them notified, send them a targeted reminder after adding them.

Common issues

Section titled “Common issues”

Attendance not showing in activity reports

Section titled “Attendance not showing in activity reports”
  1. Confirm the event has already ended — only past events count
  2. Check the member’s status — they must be marked Attended, not just Attending (RSVP)
  3. Open the event and use ✓ Attended or bulk update to record actual attendance

This is by design: RSVP is intent, not confirmation.

Section titled “RSVP links not working”
  1. Check the event hasn’t been cancelled
  2. Have the member log in and RSVP from the event details page directly
  3. Contact support if the issue persists

Day-of reminders not sending

Section titled “Day-of reminders not sending”
  1. Verify the background job system is running
  2. Confirm the event has members with Attending (RSVP) status
  3. Check the event is not cancelled
  4. Check the “Sent day of reminder at” timestamp — reminders send once only

Wrong members receiving reminders

Section titled “Wrong members receiving reminders”
  • Check the recipient filter you selected when sending
  • Verify unit membership is correct
  • Confirm you’re in the right unit context
Section titled “Related guides”