RSVPs and Attendance

Configuring RSVPs#

When creating or editing an event, you can require parents to RSVP:

1. Toggle Require RSVP to on.
2. Set an RSVP Deadline — the date by which parents must respond.

Parents receive a notification about the event and can respond directly from the app or email.

Viewing RSVP responses#

Open any event with RSVPs enabled and click the RSVP Responses tab. You will see:

• Coming — parents who have confirmed attendance.
• Declined — parents who have said their child cannot attend.
• Not responded — parents who have not yet replied.

This gives you a clear picture of expected numbers well before the event.

Downloading RSVP data#

From the event detail dialog, open the Event Actions dropdown and select Download RSVPs (available when RSVP is enabled). This exports the response data for offline use or sharing with other leaders.

How parents RSVP#

Parents receive a notification about the event and can respond from their My Children's Events page. The RSVP deadline is shown with urgency styling — the colour changes as the deadline approaches, making it clear when a response is needed.

Holding a place once a parent has said yes#

If you extend or reopen an RSVP deadline to fit a couple of late families in, a family who accepted weeks ago can still change their mind — after you have booked the coach and bought the food.

Turn on Lock accepted RSVPs to stop that happening:

1. Open the event and go to the RSVP settings card, next to the RSVP deadline.
2. Click Edit.
3. Switch Lock accepted RSVPs on and save.

From then on, a parent who has already said yes sees a short note asking them to contact their leader, instead of the usual Yes / No / Maybe choice. This applies wherever they reply — in the app, on their events page, or from the link in an RSVP email.

The lock only holds a confirmed yes:

You are not affected. Leaders and group admins can change any response at any time from the register, so a family who genuinely cannot come is a quick conversation and one click.

Taking attendance#

On the day of the event, record who actually attended:

1. From the Events page, open the Event Actions dropdown.
2. Select Take Attendance.
3. Mark each member as present or absent.

Alternatively, open the event detail dialog and use the Attendance tab to record attendance directly.

Offline Attendance Register#

No signal at the Scout hut or campsite? Use the Offline Attendance Register:

1. Open the Event Actions dropdown.
2. Select Offline Attendance Register.
3. Record attendance as normal — data is saved locally.
4. When you are back online, everything syncs automatically.

Downloading attendance#

To export attendance records, open the event detail and select Download Attendance from the Event Actions dropdown.

What's next#

• Creating Events — set up new events with RSVP options.
• Managing Attendance — more on attendance workflows and the offline register.
• Parent Helpers and Young Leaders — manage volunteers for your events.