Invite list & bookings

The Invite List is where you add the people you want to invite to an event and manage their RSVP status. The Bookings tab is where you manage ticket purchases, including allocating group ticket slots to individual contacts.

Adding people to the invite list

In the Invite List step, use the Search for lists or people to add field to find a saved list (built in the List Builder) or an individual contact, then click Add. Repeat to add multiple lists or contacts.

Results are grouped by type and show enough detail to tell similar names apart: each person appears with their organisation where they have one, and their category chip where one is set. The list returns up to 10 matches, so keep typing to narrow it if the person you want has not appeared.

The invite list table

The invite list shows one row per invitee. The default columns are:

• Full name — the invitee's name.
• Invite Status — their RSVP status.
• Email — their email address.
• Organisation — their linked organisation.
• Mobile — their mobile number.
• Raw SMS Response — their reply to an RSVP SMS.
• Stakeholder Leader — their assigned stakeholder leader.

You can choose columns to show or hide (including contact custom fields — see Showing custom fields in the event invite list), and search, sort, filter, and export the table. To hide a single column quickly, open that column's header menu and choose Hide column; the hidden-column control sits in the toolbar beside Sort and shows how many columns are currently hidden. If Sessions are enabled on the event, the table gains one column per session, each headed with that session's name, and each cell is a Yes/No dropdown you can set inline (see Sessions). An empty cell means no answer has been recorded; No means the person has declined that session.

Exporting the invite list

Export produces a CSV of the invite list containing only the columns currently shown in the table. Hidden columns are left out, so set the table up the way you want the file before exporting — hide anything you don't want to send on, and add the custom field columns you do.

Export runs in two steps. Select Export; once the file has been prepared the button changes to Download. Select Download to save the CSV, which is named after the event (for example Members Networking Session.csv). The button returns to Export afterwards.

The file contains one row per invitee and follows the on-screen column order, but the headings in the file are not always identical to the column names on screen. Session columns and custom fields keep their own names; several standard columns are relabelled:

The booking export behaves differently — see Exporting bookings below.

RSVP statuses

Five RSVP statuses are built in and cannot be changed:

• Attending
• Not attending
• Attended
• Did not attend
• On waitlist — available where the event uses capacity limits, which is what controls the waitlist.

An invitee who has not responded shows as No RSVP until a status is set.

Additional RSVP response options can be configured in Settings → Features → Events (see Reporting & relationships), so the dropdown in your account may offer more than the five built-in statuses.

Updating RSVP status

You can change RSVP status individually or in bulk:

• Inline — change an individual's RSVP using the dropdown directly in the table row.
• Bulk — select contacts and use Actions → Bulk Update to change the invite status of many contacts at once.

This is how you record who actually turned up: set an invitee to Attended, or to Did not attend where they said they were coming but didn't, so your reporting can tell a no-show apart from someone who never replied. Attendees can also mark themselves off on arrival — see The RSVP page.

The Bookings tab

The Bookings tab tracks ticket purchases, with one row per booking. The default columns are:

• Booking Contact — who made the booking.
• Ticket name — the ticket purchased, with the quantity in front (for example 2 - General admission). Individual and group (table) tickets are shown with different person icons. For a group ticket the number counts tables, not seats — a table of five shows as 1 - Group table.
• Total — the total amount.
• Paid — the amount paid.
• Status — the booking status (e.g. Paid, Authorised, Cancelled).
• Payment Method — how it was paid.
• Email — the booking contact's email.
• Organisation — the linked organisation.
• Tickets allocated — how many of the booking's tickets have been assigned, out of how many were purchased. For example, 1/3 means three tickets were bought and one has a name against it; a table of five with four names shows 4/5. The second number is the booking's total ticket count. It's the last column, so you may need to scroll the table to the right to see it.

The toolbar above the table has Pin column, Hide column and Export, with Refresh data and Toggle Full Screen at the top right of the table. Unlike the invite list, the Bookings table has no search, filter or sort — for a large event it's usually quicker to export the bookings and work in a spreadsheet.

Exporting bookings

Export above the Bookings table doesn't download a file straight away. SwiftFox prepares the file in the background and sends you a notification when it's ready:

1. Select Export. Nothing changes on screen while the file is prepared.
2. Open your notifications (the bell icon at the top right of SwiftFox). A notification reads Your requested event bookings export has completed.
3. Select Click here to download to save the CSV.

The download link expires 24 hours after the export — the notification shows the exact expiry time — so run the export again if you need a fresh copy later. The file is named with the date and time of the export, for example event_bookings_export_24_Sep_2026_14_54.csv.

The file has one row per booking, matching the rows in the Bookings table — not one row per ticket or per attendee. Its headings and values don't always match the table on screen, and some values come through as system values (for example PAID and CREDIT_CARD rather than Paid and Credit Card). The columns are:

Ticket counts

Tickets Purchased is the booking's total. If the Bookings table shows 1/3, the export shows 1 under Tickets Allocated and 3 under Tickets Purchased. Add up Tickets Purchased for the event's total tickets sold, and subtract Tickets Allocated from it to see how many places are still waiting for a name.

The two numbers differ when tickets have been bought but not yet handed out — a group table of five with four names shows 5 purchased and 4 allocated while the buyer is still collecting names. Tickets still held against the invoice, not yet assigned to anyone, count as purchased but not allocated, and each attendee is counted once however many tickets they hold.

Cancelled tickets are excluded from both counts, so a fully cancelled booking shows 0 and 0.

Group allocations

For group (table) tickets, you assign individual contacts to the booking's seats:

1. Open the Bookings tab.
2. Click into a booking to open the Managing individual tickets panel.
3. Use the Type to search field on an empty row to add a person to one of the group ticket's slots.
4. To reassign allocations later, change the contact in each row.

The Tickets allocated column shows how far each booking has got — for example 4/5 while one seat still needs a name.

Removing & cancelling bookings

All of the cancellation controls live on the Bookings tab. Before you start, check the small icon next to the booking to see which kind you're working with, because the two behave differently:

• General admission booking (single-person icon) — a stack of individual tickets bought in one go. Each ticket is its own thing, so you can act on them one at a time.
• Group / table booking (multi-person icon) — a single block of seats sold as one unit. The seats are allocations within one larger ticket; you can decide who sits in each seat, but the seats can't be peeled off individually.

General admission bookings

Open the booking to see each ticket listed with its own ticket status. Use the three-dot action menu on a ticket row:

• Remove Person — clears the name from a ticket but keeps the ticket, so you can reallocate the place to someone else.
• Cancel Ticket — cancels that single ticket outright, removing the person from the event and freeing that ticket's capacity.

To undo the whole purchase, use the Cancel Booking button at the top right of the booking panel — this cancels every ticket under the booking in one action (so a purchase of four tickets is cleared in one step, not four).

Group / table bookings

Open the booking to see every seat. Your only per-seat option is Remove Person, which frees the place and keeps the seat with the table, ready for the next name. There is no way to cancel an individual seat — a table is sold as a fixed block (a table for ten exists as ten seats or not at all; you can't shrink it to nine). If the whole table needs to go, open that booking's three-dot menu in the Bookings list and choose Cancel Booking.

Two places you'll see Cancel Booking. For a general admission booking it appears as a button at the top of the opened booking; for a group/table booking you reach it from the booking's row menu in the Bookings list. (The Bookings-list row menu also offers Edit.)

Cancelling and refunding are separate steps

Cancelling a ticket or a booking does exactly one thing automatically: it frees up the capacity so your event's numbers stay accurate. It does not move any money — cancelling never triggers an automatic refund or credit, and it doesn't alter the original receipt. SwiftFox will remind you that any refund must be handled manually. Treat it as two steps: cancel in the Bookings tab to free the seat, then process the refund yourself.

Calling remaining invitees

To follow up by phone, use Actions → Create Call List to generate a call list of remaining invitees.