How to take RSVPs for your club runs

What you get

Turning RSVP on lets runners tell you they are coming to one dated run. You get a count of how many people have a place, and a cap you can set if the run has a limit.

You turn it on run by run, not once for the whole schedule. A run with RSVP off is unchanged: people can still find it and turn up.

Turning it on

Open your club admin and go to Events, then follow Take RSVPs run by run. Pick the run from the upcoming list; the run's settings panel has the RSVP control and the cap.

A run has to be published, not cancelled, and not yet started. A draft run will refuse, and the console tells you to publish it first.

Setting a cap

Leave the cap empty for no limit, or set a whole number up to 10,000. The runner's page shows how many places are left and counts down as people RSVP.

You cannot set a cap below the number of people already going. The console names the count and the date and asks you to set that number or higher, or to cancel the run.

Turning it off again

Once anyone has RSVP'd, RSVP stays on for that run. Cancel the run instead, which tells the people who were coming. This holds even if everyone who RSVP'd has since released their place, because the run keeps its history.

RSVP and paid activity passes

A run does one or the other. A run that sells an activity pass cannot also take a free RSVP, and you have to remove the pass first. It works the same way in reverse: a run taking RSVPs cannot start selling passes until RSVP is off and nobody is going.

Attendee names and privacy

Counts are available. The optional private name roster is being prepared for release and requires a separate rollout. When available, it shows display names only for attendees who explicitly share for that run. Directors of the hosting club and PodiumBase platform administrators can access it; other members and the public cannot.

There are no photos, contact details, check-in history, roster export or print controls. Private RSVPs still count, so the name list can be shorter than the going count.

Emailing people who are going

For a run with RSVP on, the console shows a Notices to people going card.

• Remind everyone going the evening before. Sends one reminder from 18:00 local time the day before the run.
• If this run is cancelled. Everyone going is emailed automatically when you cancel the run. You can add a short note telling them who to contact.
• Message everyone going. Write up to 1,000 characters and it goes by email to the people going to that date. You can send three messages per run, up to two hours after the start, and not once the run is cancelled.

You see counts only: how many were sent, are on the way, or were not sent because of the person's email preferences. You never see who received a message or their email address. People can unsubscribe from your club's emails at any time.

When a control is refused

The console works out most refusals before you tap, and disables the control with the reason. It can still be refused at the moment you save if something changed underneath you, such as someone taking the last place or the run being cancelled in another tab. You get the same sentence either way. If it says the run changed while the page was open, reload it and look again.