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Attendance > Guests becomes available once the event is published. It is where you invite people and manage everyone who has registered.

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Invite guests

Select Invite guests, paste in email addresses, and optionally add a personal note that is included in the invitation email. Invitations are separate from registrations. Someone who is invited but never responds does not appear on the roster and does not count toward capacity. Sending limits
  • Up to 15 emails per send
  • Up to 200 invitations per event
  • Up to 50 invitation emails per host per day
Duplicate, already-registered, and invalid addresses are skipped. After sending, you are told how many were invited, skipped, and failed.
Each invitation link is personal to the guest it was sent to and should not be shared or forwarded.
Invitation statuses are Pending, Responded (set automatically when that email RSVPs), and Revoked. You can resend an invitation after a one-hour cooldown, or revoke it.

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Add a guest by phone number

You can add someone to the guest list yourself. Click + at the top of a column, for example Going or Maybe, and enter their name with an email address, a phone number, or both. If you only have a phone number, leave the email empty. You need at least one of the two. Guests added to Going are confirmed right away and get the usual confirmation.
Add guest to Going dialog with a name and phone number and an empty email address

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Work the roster

The roster is split into segments for Pending, Approved, Waitlist, Declined, and All, with search and summary counts. Registration statuses are Pending approval, Waitlisted, Payment pending, Approved, Declined, and Cancelled. From here you can:
  • Approve or decline individual registrations, or approve all pending at once. If the event is full, the app reports how many could not be seated.
  • Move a guest to the waitlist.
  • Promote a waitlisted guest into a seat. This is allowed to go over capacity.
  • Reject a waitlist entry.
  • Remove an attendee, or Mark not going, which takes them off the confirmed list and frees the seat.
  • Change a guest’s registration status or RSVP response manually.
  • View a guest’s answers to the registration form.
When you approve someone and the event is already full, the app offers the waitlist instead, or warns you that approving will overbook by one spot.

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Message your guests

Use Message guests to email one group of guests at once, for example to share directions, a schedule change or a recording link.
  1. In Attendance > Guests, click Message guests.
  2. Under Send to, choose one group: Going, Maybe or Pending. There is no option to message everyone at once, invited people who haven’t responded, or guests who said they’re not going.
  3. Optionally narrow the group. If the event has more than one location, pick a Location. Under Check-in, pick Checked in or Not checked in, or leave it on Any.
  4. Check the count. The dialog shows how many guests will get the email.
  5. Add a Subject and a Message. Messages are plain text only, so paste links as plain URLs.
  6. Click Send.
After you send, a notice follows the message from Sending… to Sent to 3 guests, or Sent to 2 of 3 guests if some emails failed. If a message wasn’t sent or only partly went out, click Retry in the notice. Guests who already got it don’t get a second copy. Good to know:
  • Guests who registered with only a phone number don’t get the email. The dialog tells you how many guests that is.
  • Messages to Pending guests never include the venue or join link, because they haven’t been admitted yet. Going and Maybe guests see the location they chose.
  • The email doesn’t say who on your team sent it. Replies go to the event’s reply-to address, or to the first host if there isn’t one.
  • One message can go to up to 1,000 guests.
  • Each host can send up to 20 messages a day, and each event can receive up to 5 a day.
  • You can message guests until 7 days after the event ends. You can’t message guests of a cancelled or unpublished event.
  • Links in your message are checked for safety before anything is sent.
  • Hosts on the event, and team owners and admins, can send messages. External co-hosts can’t.
See what you’ve sent Click Sent messages, next to Message guests, to see every message sent to this event’s guests, newest first. Each one shows who sent it, when, which group it went to and its status. Open a message to see how many were sent, how many failed, and how many guests were skipped because they registered by phone or unsubscribed. You can also retry a failed or partly sent message from there.
Sent messages panel showing one message with its sender, date, group and delivery counts
Guests can unsubscribe Every message has an unsubscribe link. A guest who unsubscribes stops getting host messages for that event only. They stay registered, and they still get essential updates such as a time change or a cancellation.

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Export the roster

Click Download to export the guests you are looking at to CSV. The export follows the segment, location filter and search you have selected. Invitation segments export the invited email addresses, and All includes pending invitations. The export is capped at 4,000 rows. If it was cut off, you are told, and if there is nothing to export, you get a warning instead of a file. The file has these columns, followed by one column for each of your custom registration questions: name, email, status, rsvp_response, payment_status, registered_at, decided_at, waitlist_position, checked_in_at, location location shows which location each guest chose, worded the same way as in the roster, including a location you have since removed. It is empty for invitations, for guests who didn’t choose one, and for events with a single location.

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A note on “attendance”

In the roster, attendance means the guest’s RSVP response: Going, Maybe, or Not going. Cal Events do not have no-show marking or post-event attendance tracking. If you need to record who actually turned up, do it outside Cal.com.