Event attendance reporting
RSVP is a promise. Attendance is a fact.
Winglark measures both — RSVPs and real check-ins at the door, by name — and shows you the distance between them: the attendance report every organiser wants and almost never has.
- Invited
- 412
- Said yes
- 338
- Actually came
- 301
- Said yes, did not arrive
- 58
- Arrived, never replied
- 21
Illustrative example — invented names and figures, not customer data.
Promise against reality
The number organisers ask for and rarely have
Some people who promise to come do not, and some who never replied turn up anyway. Winglark measures both, by name, because the replies and the door are one record.
- Said yes 338
- Did not say yes 74
- Arrived from yes 280
- No-show 58
- Walked in without replying 21
- Attended 301
Illustrative example — invented names and figures, not customer data.
Four report families
Five families of report.
Invitations
Whether the invitation arrived, and whether it was read.
- Sent, delivered, bounced
- Opened and clicked
- Reminders sent, and their effect
- Delivery failures by reason
Replies
What people said, and how long they took to say it.
- Coming, not coming, undecided, no reply
- The reply curve over time
- Replies by segment — VIP, press, family
- Plus-ones declared
Attendance
What actually happened, measured at the door.
- Real attendance against every RSVP status
- Said yes and never arrived — by name
- Arrived without replying — by name
- Plus-ones expected against plus-ones arrived
The door itself
How the entrance ran, which is how you plan the next one.
- Arrival times and peak load
- Per-door and per-operator activity
- Invalid and repeated scans
- Entries passed by supervisor approval
Beyond the door
What happened in the rooms, at the stands and afterwards.
- Poll and question results, session by session
- Reservations against each room’s headcount
- Visits per stand and place on the venue route
- Sponsor reports and consented leads, exportable
Arrivals
When people actually turned up.
Arrivals in quarter-hours, with the busiest one marked in words — the figure that staffs the next door.
| 18:30 | 8 | |
|---|---|---|
| 18:45 | 19 | |
| 19:00 | 34 | |
| 19:15 | 52 | |
| 19:30 | 61 · Busiest | |
| 19:45 | 44 | |
| 20:00 | 31 | |
| 20:15 | 22 | |
| 20:30 | 15 | |
| 20:45 | 9 | |
| 21:00 | 6 |
Illustrative example — invented names and figures, not customer data.
By segment
Who came matters as much as how many.
Tag guests as VIP, press or partner and every report can be read by segment — replies, attendance and the gap between them.
VIP
Press
Partners
Team
Illustrative example — invented names and figures, not customer data.
Exports
Take it with you.
Export is available on every tier, including the free one. Your data leaves whenever you want it to.
- RawCSVThe rows, for a spreadsheet or another system
- AnalyseExcelFormatted sheets, ready to filter
- Hand overPDFA summary for a client or a board
Handover
A report you cannot hand over is a report you cannot act on.
From guest to evidence
Every line of the report is one guest’s record.
One guest, one record — how it works →Marta Ruiz
- InvitationDelivered
- RSVPComing
- Check-in20:14
- DoorMain entrance
- ReportAttended
Illustrative example — invented names and figures, not customer data.
Live, then afterwards
During the event, the control room. After it, the report.
While the evening runs, Event Control Room shows arrivals, doors and the room as they change. The check-ins it counts are the same ones the attendance report is built from the next morning.
Integrations
Attendance, in the systems that need it.
Replies and check-ins are readable through the API and sent as webhooks, so the numbers in this report can reach a CRM or a data warehouse without an export.
See the integrations →Questions
Which reports does Winglark produce?
Invitations (sent, delivered, opened), replies (coming, not coming, undecided, no answer), attendance (who checked in, by name) and the door itself: re-entries, repeated scans, supervisor approvals, and arrival times by door and staff member — and beyond the door: poll results, session attendance, visits per place on the venue route, and each sponsor’s report with the leads guests agreed to share.
What is the gap between RSVP and attendance?
The difference between who said they would come and who was actually scanned in — by name in both directions: those who promised and did not come, and those who came without replying.
Can I export the reports?
Yes, on every plan including the free event: CSV for the raw rows, Excel with formatted sheets, PDF for a summary you can hand to a client.
Do the reports stay after the event?
Yes. An event stays in your account with its guest list and its report; nothing expires and nothing is deleted unless you delete it.
Understand what actually happened.
Invited, replied, came — by name and by segment, exported in the form the next meeting needs.