Status: Available How enrollment, RSVP tracking, and attendee management work for events.
Overview
Once you have created an event, members can enroll and participate. This article covers the enrollment process, what members experience at different stages of an event, and how you can manage attendees as an admin.
Enrollment Process
Who Can Enroll
- Only registered, logged-in members can enroll in events.
- Unregistered visitors can view event details but must sign up to enroll.
- Members can only enroll in upcoming events -- enrollment closes once an event starts.
How Members Enroll
- Member clicks "Enroll Now" on an event card or the event details page.
- A confirmation modal appears.
- Upon confirmation, the member is enrolled and the UI updates to show post-enrollment options.
Member Experience by Event Stage
Before the Event (Enrolled)
Once enrolled, members see:
- Add to Calendar -- Generates a calendar file (.ics) compatible with Google Calendar, Apple Calendar, and Outlook.
- Countdown Timer -- Appears 24 hours before the event, showing the time remaining.
- Download Ticket -- Available for offline (in-person) events only. The ticket includes the event name, QR code, date/time, and venue location.
Near Event Start (15 Minutes Before)
- Join Now CTA -- For online events, a "Join Now" button appears 15 minutes before the event start time. Clicking it opens the meeting link.
- Only enrolled members see the Join Now button.
During the Event
- The event status changes to "Live."
- Enrolled members can still use the Join Now button for online events.
After the Event
- The event status changes to "Completed."
- Enrollment is no longer available.
- The event remains visible in listings for reference.
Notifications
Members receive notifications at key moments:
| Timing | Notification |
|---|---|
| 24 hours before | "Your event is starting soon. Add to calendar." |
| 15 minutes before | "Join now" notification for online events. |
| After the event | "Thanks for attending" follow-up. |
Calendar Integration
The "Add to Calendar" feature supports:
- Google Calendar -- Direct redirect to add the event.
- Apple Calendar -- Downloads an .ics file.
- Outlook -- Downloads an .ics file.
Calendar events include the correct timezone information so they display properly regardless of the member's location.
Ticket Downloads
For in-person events, enrolled members can download a ticket that includes:
- Event name
- QR code (for check-in at the venue)
- Date and time
- Venue location
Admin Features
As an admin, you can:
- View all enrollments -- See the list of all members enrolled in an event.
- Export attendees -- Download the attendee list.
- Edit event details -- Update the time, location, description, or meeting link.
- Delete events -- Remove events that are no longer needed.
Edge Cases
| Scenario | What Happens |
|---|---|
| Event reaches capacity (if enabled) | Enrollment is disabled or a waitlist option appears. |
| Member tries to enroll after event starts | Enrollment is not available. |
| Member clicks "Join Now" without enrolling | They are prompted to enroll first. |
| Calendar integration fails | A manual .ics file download option is provided. |
| Offline event has no map data | Only the text address is shown (map is hidden). |
Key Settings
| Setting | Description |
|---|---|
| Calendar integration | Google Calendar, Apple Calendar, Outlook |
| Join Now timing | Available 15 minutes before event start |
| Countdown timer | Starts 24 hours before the event |
| Ticket download | Available for in-person events only |
Tips
- Check your attendee list before the event to plan capacity and logistics.
- For online events, send a reminder announcement close to the event time to boost attendance.
- Encourage enrolled members to add events to their calendars -- the calendar integration makes this easy and reduces no-shows.
- For in-person events, test the QR code on the downloadable tickets to ensure it works with your check-in process.
- Overlapping events generate a warning for members but do not block enrollment, so members can choose how to manage their time.