How No-Show Cards Work on Your Events — A Guide for Hosts

Free events settle no-shows automatically. Here is the whole system from your side, because you are the only person who can clear a card.

When cards are issued

About 2 hours after your event ends, the system checks attendance.

Cards are issued only if check-in was run for at least 50% of the confirmed attendees.

When that threshold is met, every confirmed attendee who:

• didn't check in, and

• didn't cancel at least 12 hours before the start

is recorded as a no-show.

The first no-show in 90 days is a yellow card — a warning.

The second is a red card — RSVPs and waitlists are paused for 30 days, after a 48-hour appeal window.

Paid events are never processed.

Why the 50% rule matters

The 50% rule protects members from inaccurate cards.

If only a small number of people are checked in, the system assumes the door process may not have been completed — not that everyone else stayed home. In that case, no cards are issued for the event.

So the best thing you can do is simple:

Check in everyone who arrives.

Missed check-ins are the main way someone who actually attended can accidentally end up with a card.

What you see

When cards are issued for your event, you'll receive a notification and email showing the number of no-shows.

You'll also see a No-shows tab on the event's Participants page. It lists the members who received a card from that specific event.

In the approval queue, you'll see a small 🟨 next to anyone who currently has an active card.

That's an active-card count/status, not a history of someone's past cards. Once the card expires or is cleared, it no longer appears there.

Approved lists and waitlists show nothing.

What you control

You can clear a card from the No-shows tab.

Use this whenever you know the member actually attended — for example:

• They arrived late

• Their check-in was missed

• You personally know they were there

When you clear a card, give a short reason. It is recorded in the audit log, and the member is notified that the card no longer counts.

A card you clear can never contribute to a red card.

That's your only role in the process.

Cards are issued automatically by the system, and appeals are handled by admins.

You never have to be the person who penalises anyone.

The day-before reconfirmation

Free events with limited spots may ask attendees “Still coming?” around 24 hours before the event.

If someone doesn't respond, their spot can be released 12 hours before the start — but only when someone is actually waiting for that spot.

So expect a few seats to move overnight.

That's the system working as intended.

And remember: a spot released because someone didn't reconfirm is not a no-show and does not create a card.

What we ask from you

1. Run check-in properly.
Check in everyone who arrives.

2. Don't worry if check-in finishes later.
If you are still completing check-ins after the event, that's okay. The no-show sweep waits until the normal settlement time.

3. Clear mistakes promptly.
If you notice that someone attended but received a card, clear it as soon as you can.

What members were told

Members have their own explanation of the same system:

How Free-Event Spots Work

If someone asks you about a card, that's the page to send them to.

Questions, or a card you believe is incorrect? Message Nate.