Events & Public RSVPs

Muin events let your community commit to attending, a dinner, a fundraiser, a class, through a public page you share by link or QR code. Attendees RSVP with just a name and email; no account required. Capacity, waitlists, ticket sales, and confirmation emails are handled for you.

When you’d use this

You are running an iftar and need a headcount before you order food.
You are selling tickets to a gala and want the money, the guest list and the receipts in one place.
You need volunteers for a distribution day and attendees for the same event.
You want to know, afterwards, how many people registered and how many actually showed up.

Event or program?

A gathering is an event; an ongoing offering is a program. For a community dinner, potluck or speaker night, create an event with RSVPs rather than a program with a $0 fee. The event gives you a headcount with party sizes, custom questions such as “What are you bringing?”, a capacity with a waitlist, and Message registrants on the roster to email everyone who said yes. A $0 program asks people to enroll, which reads as a commitment to a class, and its roster is an enrollment list rather than a headcount. Use a program when people enroll in something with sessions and attendance over time, or when you charge a real registration fee.

One event, any combination

There is one Events screen and one event editor. An event has a type and then whatever capabilities you switch on, in any combination, RSVPs, tickets and volunteer roles can all sit on the same event.

The types are Event, Volunteer Event, Fundraiser, Distribution, Religious Service, Board Meeting and Class Session. Facility bookings are events too but are created from the facility calendar rather than here.

Creating and Publishing an Event

Go to Non-Profits → Events. The screen is headed Events, “Every event in one place, filter by type, or create a new one.”
Click New Event and pick the kind of event. You can also describe the event in plain language and let Muin draft it for you.
Fill in Details, name, the public link, and location, then Schedule & recurrence with the date, start time and end time.
Under Capabilities, turn on what people can do with this event. The ones typical for the type you picked are marked Recommended:
- RSVP to attend, “Let people RSVP so you know who’s coming.” Optionally capture party size and set a Max party size.
- Sell tickets, “Charge for entry. Configure ticket types after creating the event.”
- Recruit volunteers, “Let volunteers sign up for roles and shifts.”
- Distribute aid, track recipients served, per recipient or as a headcount batch.
Set visibility: Public (anyone with the link) or Private, internal calendar only.
Click Create. Then Publish, or Submit for approval if your organization has an approval rule covering events.
Share the public event link. Anyone with the link can register.

Only a Published event accepts registrations. Draft, pending-approval and cancelled events do not.

The editor also controls an optional waiver requirement, the coordinator, confirmation and reminder emails, the check-in method, and a per-event override for whether check-in requires the attendee to be at the venue.

Association

Under Association, link the event to a Program and a Fund so its activity rolls up into your reports. If you arrived from a program you can Use this program’s schedule to copy its class times across. Muin copies the times once, changing the program’s schedule later does not change the event.

Editing an event

Open the event from the list and choose edit. The editor is the same screen as create, plus the management panels: RSVPs, the roster, the sign-up form, ticketing, day-of operations, invitees and the public page’s status. The AI draft assistant is available when creating an event but not when editing one, so it cannot discard work in progress.

One thing is deliberately not editable here: a class session’s schedule. Change it from the class’s meeting times instead, which rebuilds the sessions and keeps every register and clocked hour intact.

What Attendees Experience

The public RSVP form asks for:

Field	Required	Notes
Name	Yes	Up to 200 characters
Email	Yes	Used for the confirmation email and duplicate detection
Phone	No	Used to match an existing contact if the email is new
Party size	No	1–20 guests; defaults to 1
Notes	No	Dietary needs, accessibility requests, etc.

After submitting, attendees see an immediate confirmation and receive a confirmation email with the event details, a calendar attachment they can add to Apple Calendar, Google Calendar, or Outlook, and a self-service link to view or manage their registration.

Each attendee can RSVP once per event. A second RSVP from the same person shows a “we already have your RSVP” message instead of creating a duplicate.

Capacity and Waitlists

Your event’s Max attendees covers RSVPs. Volunteer spots are counted separately: they come from the event’s shifts and roles (the staffing grid on the event’s Staffing tab), and each shift and role has its own waitlist. When an RSVP (including its party size) would exceed capacity, the attendee is placed on the waitlist instead and told their position in line: “You’re #3 on the waitlist.” While anyone is waiting, new RSVPs join the back of the line rather than taking a spot that just opened. When a spot opens, the next person in line is moved in automatically and emailed right away. If their party is too big for the open spots, they keep their place and your team gets a task to sort it out.

Each event has its own Waitlist when full setting, in the event editor next to the capacity:

Setting	What happens when the event is full
Unlimited (default)	Everyone can join the waitlist
Up to a number	You set how many can wait. After that, new sign-ups are told the waitlist is full
Off	No waitlist. New sign-ups are told the event is full

For volunteers the same setting applies to each shift and role on its own: “Up to 5” means up to 5 people waiting for each shift and role. A freed volunteer spot is offered to the next person rather than filled automatically (see Waitlist Offers). Programs and classes keep their own waitlist setting.

Recurring Events

For a recurring event series, attendees can RSVP to all upcoming sessions in one step. Sessions that are full go to the waitlist; sessions they already RSVP’d to are skipped. They see a per-session breakdown of exactly what was booked.

Publishing a series publishes every date in it, including dates that were already created.

Dates that are not published yet

If some dates of an event are still drafts, the event page says so, for example “3 of 12 dates are not published”. It also says what that blocks: draft dates are not on the calendar and nobody can register for them.

Choose Publish every date to publish them all at once. If your organization approves events before they are published, submit the event for approval from the event editor instead.

The Overview page shows an Unpublished dates in the next 14 days tile when any are coming up. It opens the events list filtered to drafts.

Paid Tickets

Events can sell tickets. Turn on Sell tickets in the editor, then add at least one ticket type after saving, Muin requires one before you can publish a ticketed event. Each ticket type has a price, capacity, and sales window, and can bundle an optional donation. Online buyers register and pay through the public event page; for walk-ups at the door, staff can take a card payment on a phone using the Muin Go app (see Event Day-of Toolkit).

Discount codes

Under the event’s ticket types, Event discount codes lets you create a code such as EARLYBIRD. Pick Percent off or Amount off, set a Ticket limit (how many tickets the code may discount in total) and an optional expiry date. A 100% code makes the ticket free, so the buyer registers without paying. Buyers type the code at checkout and see the new price before they pay. Turn off stops a code at once, and Turn on brings it back.

A gift with the ticket

Buyers can add a gift on top of their tickets at checkout, up to $25,000. The gift is charged on the same payment but recorded as its own donation, fully tax-deductible, with its own receipt by email. The ticket keeps its own price, so refunding a ticket never takes the gift with it. At the door, staff can add a gift in the Muin Go ticket sale before the tap, and the check-in kiosk offers a Donate Now link once a guest has checked in.

Calendar feeds

Each published event has a Calendar feed section with two links. This event keeps one event in a person’s calendar and updates it when you change the time or place. Your public calendar carries every public event you publish, now and later, which suits a website or newsletter. Private events are left out of the public calendar feed.

The built-in registration form collects name, email, phone and party size. Choose your own form for the event only when you need to ask extra questions, allergies, a t-shirt size, a dietary note. The editor’s sign-up form panel is where you bind it, and it flags any problem with the form you picked before it reaches a visitor.

Each kind of sign-up has its own questions. RSVP questions are asked only of people who RSVP, and Volunteer sign-up questions only of people who sign up to volunteer. A potluck’s “What are you bringing?” belongs in the RSVP questions, so a volunteer for the same event never sees it. Both are optional; leave one empty and that sign-up uses the built-in form.

Where RSVPs Land in Your CRM

Every RSVP creates or updates a contact in your People registry with the attendee role and a label recording which event captured them, so you can follow up, invite them to the next event, or include them in campaigns. RSVPs are attendance intent, not a volunteer commitment; volunteer signups are tracked separately.

Each RSVP, ticket, cancellation, check-in and no-show also appears on the person’s Timeline tab. An RSVP from someone who was not signed in is marked (unauthenticated). See CRM & People Management.

Event Analytics

Open an event and choose Analytics (the page is headed Analytics: followed by the event name). It answers “who registered, and did they come?”:

Card	What it counts
Registered	Confirmed registrations, with the number cancelled underneath
Total guests	Everyone attending, including party members
Capacity used	Guests against capacity, or No capacity set
Checked in	How many actually arrived

Below the cards, a funnel shows how many people viewed the public page against how many registered, and a Sign-ups over time chart plots registrations and guests day by day. Until someone registers it reads “No sign-ups yet”, “The curve appears once people start registering for this event.”

From here you can jump to Edit event, and to Form responses when the event uses a custom sign-up form.

Tracking Attendance

The events list shows each event’s Registered count and capability chips (RSVP, Volunteer, Tickets) at a glance. Open an event to manage its roster, ticket tiers and day-of operations. On the day of the event, use the Day-of Toolkit to check people in by QR code or NFC card.

When it goes wrong

What you see	What to do
Publish is disabled on a ticketed event	Add at least one ticket type first. The editor says “You’ll add at least one ticket type after saving, required before you publish.”
Publish is disabled on a distribution event	Choose how the distribution is recorded, per recipient or as a headcount batch, before publishing.
“Awaiting approval” and you cannot publish	The event is with its approvers. You can keep editing it; publishing unlocks as soon as they decide.
“No approval rule covers events, so nothing needs to sign this off.”	Nothing is wrong. Publish directly.
“The approval rule that covers events cannot be run as written”	The rule is misconfigured. An administrator can repair it under Settings → Approvals.
“Failed to publish event.”	The publish was rejected. Reload the event, check the capability requirements above, and try again.
“Couldn’t load events”	A loading failure. Use Retry.
“That calendar no longer exists, so no events can be shown for it.”	The calendar filter points at a deleted calendar. Choose Show all events.
A message saying this kind of event is edited somewhere else	This kind of event is authored on its own screen. Follow the link the message gives you.
A visitor sees no way to sign up	The event is not Published, or no capability is switched on. Both are required for a public sign-up option to appear.
“N of M dates are not published”	Some dates are still drafts. Choose Publish every date.
Add to calendar does nothing	It works from every event page, including one opened from its web address. Reload the page and try again.

Next step

Event Day-of Toolkit, check people in on event day
Public Pages, preview the public event page before you share it
Audiences and Segments, follow up with everyone who attended