Final guest count and capacity
On the Overview, under Final guest count, set a deadline or press 14 days before the event. The client is asked in their portal to confirm their guests. The count locks 12 hours after the deadline. You cannot type the count yourself in that box.
Ask for a final count
- Open the event, then the Overview tab, and find Final guest count.
- Choose a Deadline and press Save deadline, or press 14 days before the event. It saves at once.
- The client sees “Please confirm your final guest count by” the date in their portal, and presses Confirm my count.
- The status line tells you what happened: not confirmed yet, confirmed with a number, or “Locked since” a date.
What happens at the deadline
The deadline is stored as 23:59 on the day you pick. The client can change their count until 12 hours after that, then it is locked: “The final count is locked at n guests. Contact the venue to change it.” Confirming sets the event’s guest count. If you change the guest count after the lock yourself, the change is logged. Reminder emails go to the client a week before and two days before, for confirmed events with a client email and no count yet.
Capacity tracking
Set Max capacity in Edit event. The Overview then shows Confirmed guests against Max capacity with a bar, and warns at 90 percent (“near capacity”) and at 100 percent (“at full capacity”). The public calendar’s Only show events with availability filter uses the same two numbers.
What it does not do
- The venue sets only the deadline. The count comes from the client. To record a count yourself, edit Confirmed guests in Edit event.
- A client’s count must be a whole number from 1 to 100,000, and not more than Max capacity: “This space holds up to n guests.”
- Capacity numbers are typed by hand. They are not calculated from Expected guests, the final count or ticket sales.
- Reminders are sent by a check every six hours. Whether they send depends on the venue’s email setup.