How to report on event attendance and no-shows in HubSpot
Once RSVPs and attendance live in HubSpot, you can answer questions a spreadsheet can't: who keeps turning up, who always says yes and never comes, which event types fill best.
The numbers worth having
- Attendance rate: Attended divided by Confirmed, per event.
- No-show rate: Confirmed who didn't attend, per event.
- Waitlist conversion: Waitlisted who later attended.
- Repeat attendance: People who attended two or more events.
What you need in place
The reports depend on clean data: every event a record, every person linked with an accurate label, and attendance marked on the day rather than reconstructed a week later. See how to set up an Events object.
Building the reports
- Open the report builder and choose a custom report on your Events data.
- Group by event, and filter by association label.
- Compare the Confirmed count with the Attended count for the rate.
- Save it to a dashboard so it updates itself.
Reading the results
A no-show rate above a third for free events is common. If it's much higher, try a reminder two days before and a short "reply if you can't come" line. If it's low, you're probably over-filling on the waitlist safely.
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.