How to track event RSVPs and attendance in HubSpot
Most teams end up with a spreadsheet beside the CRM: who said yes, who declined, who actually came. There are three ways to keep that in HubSpot instead. They suit different setups.
| Approach | Good for | Watch out for | Plan |
|---|---|---|---|
| Contact properties or lists | One-off events, small teams | Each new event overwrites the last, so history is lost | Any |
| Marketing events | Webinars and events run through a connected tool | Built around registration and attendance from integrations; hand-marked RSVPs are awkward | Marketing Hub |
| Custom "Event" object with association labels | Recurring in-person events, members, masterminds | Needs setup, and custom objects need Enterprise | Enterprise |
1. Contact properties or lists
Create a property such as "Spring dinner RSVP" or a static list per event. It's quick, but it doesn't scale: every event needs new properties, and reporting across events is painful.
2. HubSpot's marketing events
Marketing events record registrations and attendance, usually filled in by an integration with your webinar or ticketing tool. If your events already run through one of those, start here.
3. An Event custom object with association labels
This is the most flexible model, and the one HubSpot's community recommends for in-person events. Each event is a record. Each person is associated with it, and the association label says how: Confirmed, Declined, Waitlisted, Attended.
- Create a custom object called Event (Settings → Data management → Objects).
- Add contact-to-event association labels for each status you track.
- Associate people with the event, choosing the label that matches their answer.
- Report on it: attendance rate per event, no-shows, repeat attendees.
Everything stays on the contact, so sales and marketing see it without asking. The catch is the day-to-day work: changing labels one association at a time on event night is slow.
Where HubRSVP fits
HubRSVP is part of Kikaye, a set of small HubSpot apps on one login. See what HubRSVP does, or read the setup guide.