RSVP & Attendance
Knowing who’s showing up is half the battle. UltiStackr’s RSVP system lets players commit (or bow out) ahead of time, and the attendance tracker captures who actually made it to the field. Together, they give coaches the data they need to plan lines, adjust drills, and keep the team accountable.
RSVP System
How RSVPs Work
Every event in UltiStackr has an RSVP component. When an event is created, all eligible players on the roster can respond with one of three statuses:
| Status | Meaning |
|---|---|
| Going | The player plans to attend |
| Maybe | The player might attend |
| Out | The player cannot attend |
A player who hasn’t responded yet shows as Pending. RSVPs are visible to the entire team, so coaches can see the headcount at a glance and players know who else is coming.
Responding to an RSVP
- Open the event from the calendar, events list, or a notification.
- Tap Going, Maybe, or Out.
- That’s it — your response is saved and visible to the team.
Players can change their RSVP at any time before the event starts. Just open the event and select a different response.
UltiStackr sends automatic RSVP reminders to players who haven’t responded. Coaches, managers, and owners can also tap Send reminders on the event’s Attendance tab to push-notify everyone who hasn’t replied yet — no need to track them down manually.
RSVP Summary
Coaches and captains see an RSVP summary on each event showing:
- Total Going count
- Total Maybe count
- Total Out count
- List of players who haven’t responded yet, with a one-tap Send reminders button while the event is still in its RSVP phase
This summary is updated in real time as players respond. It’s especially useful before game day when you need to know if you have enough handlers to run your offensive sets.
Event Line Overrides
If a player is filling in on a different line than usual for a specific event (a D-line player subbing into the O-line for one tournament, say), that override is factored into how the roster groups and sorts them for that event — so the attendance view reflects who’s actually playing where, not just their default line assignment.
Attendance Tracking
RSVPs capture intent. Attendance captures reality. After an event happens, UltiStackr lets coaches record who was actually there.
Attendance Statuses
Each player can be marked with one of four attendance statuses:
| Status | Meaning |
|---|---|
| Present | The player attended the event |
| No-show | The player did not attend and did not provide notice |
| Excused | The player did not attend but notified the team in advance |
| Late | The player attended but arrived after the start time |
This status used to be called “Absent.” It’s now labeled No-show everywhere in the app — the attendance matrix, the legend, and event history — to make clear it means “didn’t show and didn’t say anything,” not just “wasn’t there.”
Taking Attendance
Attendance can be recorded by coaches, captains, or anyone with the appropriate team role.
- Open the event (during or after the scheduled time), or go to the team’s Attendance page for a season-wide view.
- Tap the player’s cell for that event.
- Select their status: Present, No-show, Excused, or Late.
- The status saves immediately.
Attendance defaults are based on RSVP responses — players who RSVP’d “Going” default to “Present” and players who RSVP’d “Out” default to “No-show.” You just need to adjust any that don’t match reality. A player who RSVP’d “Going” but ends up marked “No-show” is flagged as a discrepancy, since committing to attend and then not showing (without notice) is worth a coach’s attention.
Guest counts (the “+1” a player brings to a social event) are preserved when you update their status. Correcting someone’s attendance no longer clears the guests they’d already registered.
Editing Attendance After the Fact
Made a mistake or forgot to mark someone? Attendance can be updated at any time after the event — open the past event, tap their cell, and pick the correct status.
Roll Call: The Team Attendance Matrix
Beyond single-event attendance, every team has a season-wide Attendance page — the fastest way to see or update attendance across every player and every event at once. Think of it as your roll-call command center for sideline check-ins as well as season-long review.
The Matrix
The matrix is a grid of players (rows) by events (columns). Each cell shows that player’s RSVP or attendance status for that event as a color-coded icon, and a Trend column gives an at-a-glance sparkline of a player’s recent attendance pattern.
- On desktop, the full grid is available, with a divider separating past events from upcoming ones.
- On mobile, the default view scans one player at a time (“Stripes”) for quick sideline check-ins; a denser grid view is also available if you prefer to see everyone at once.
Updating a Status
Tap (or click) any cell to open a status picker for that player and event. From there you can:
- Set an RSVP status (Going / Maybe / Out) for an upcoming event, or an attendance status (Present / Late / Excused / No-show) for a past or current one
- Choose a reason preset (Injury, Sick, Vacation) when marking someone Excused or No-show
- Add a coach note
- Jump to Message or View Profile for that player
- Clear the status entirely
Bulk Updates
Select multiple players plus a single event column to apply a status to everyone at once — handy for marking an entire line present after a quick headcount, or marking a cancelled event’s non-attendees as excused in one action.
Tournament Availability in the Matrix
Tournament cells summarize a player’s responses across every day. A player who is going every day shows a Going indicator, a player who is out every day shows Out, and mixed availability shows the number of days going, such as 3/6.
Tap a tournament cell to open its availability editor without leaving the matrix. From there you can:
- Set Going, Maybe, or Out across every day that is still accepting RSVPs.
- Expand the day list and give different responses for individual days.
- Open the full tournament Attendance tab when you need the complete event view.
Owners, coaches, and managers can also edit another player’s responses, start or undo check-in for a tournament day, and set attendance for selected tournament-roster players. Starting check-in applies to the whole team for that day and seeds attendance from RSVPs. Players can edit only their own RSVP-phase days; check-in days are read-only for them.
A whole-tournament response never overwrites attendance on a day where check-in has already started. Tournament cells also remain outside the matrix’s bulk-selection workflow.
The Legend
| Icon meaning | Status |
|---|---|
| Present / Going | Player attended, or plans to |
| Late | Player arrived after the start time |
| Excused | Absence was reported in advance |
| No-show | Player didn’t attend and gave no notice |
| No response | Player hasn’t RSVP’d or been marked yet |
How RSVP & Attendance Work Together
RSVPs and attendance are two sides of the same coin. Here’s how they flow:
- Event created — All roster players can RSVP.
- Before the event — Players respond Going / Maybe / Out. Coaches see the headcount.
- Event day — Coach takes attendance, with RSVP responses pre-filling the defaults.
- After the event — Attendance data remains available in event and player history for tracking participation over time.
This flow means less manual work for coaches and better data for understanding team commitment across the season.
Viewing Attendance History
Attendance data isn’t just for one event — it builds a picture over time. You can view attendance history at two levels:
Per Player
See a player’s attendance record across all events in a season (or across all seasons). This view shows:
- Total events attended vs. total events scheduled
- Attendance rate (percentage)
- Breakdown by status (present, no-show, excused, late)
This is useful for conversations about commitment, playing time decisions, and recognizing players who show up consistently.
Per Event
See the full attendance sheet for any past event. This is helpful for:
- Reviewing who was at a specific practice when referencing drills or concepts taught
- Checking game-day attendance against lineup decisions
- Verifying tournament roster compliance
Tips for Coaches
- Check the RSVP count early — If you’re short on numbers for a game, you’ll know days in advance and can adjust.
- Use the “not responded” list — A quick message in the team channel tagging unresponsive players goes a long way.
- Mark attendance promptly — The sooner you record it, the more accurate it’ll be. Doing it right after the event is ideal.
- Review trends, not just individual events — A player who’s usually present but missed one practice is very different from someone who misses half the season. Attendance history helps you see the bigger picture.
Next up: Event Notifications to learn how UltiStackr keeps your team in the loop automatically.