---
title: Group Events and Invites
slug: group-events-and-invites
docTags: 
createdAt: 2025-08-05T18:27:08.223Z
---

You can easily create and send invitations for events directly within a group. These invites are tracked for delivery, RSVP responses, and attendance—all in one place.

## Creating a New Event

When you click **New Event** in the Events section of the group, the **New Group Event** modal will appear, allowing you to set up your event details and invitation.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/kZQBIo90BYp4Yy0VYUxXe_image.png)

Fill in the required details, including:

- **Event Title, Date, Start/End Time, and Time Zone**
- **Invitation Subject:** this will appear as the email subject line
- **Event Owner:** auto-filled but can be changed
- Optional: check **Calendar Event** to attach a calendar file, choose **Notify RSVP Users** to get RSVP updates, or upload an **Attachment** for the invite

Customize your invitation using the formatting tools—add images, links, merge text, or templates as needed. 

When ready, click **Add Event** to save. The new event will appear in the Events section. You can make any necessary edits before sending invitations.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/gmehe2FdcniJDdFDdUcaF_image.png)

## Sending Event Invitations

Once your event is saved, it will appear in the **Events** list. Click the **Send Invitations** icon next to the event to email the invite to all group members.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/-va2Q9Z0e9AUiFAY2o9nK_image.png)

This opens the **Send Group Event Invitations** modal, where you’ll see the **Group** name, the **Event Title**, and how many people have already been invited.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/qrtmcAS1rK6QmsVxAPRZY_image.png)

You can also choose whether to resend the invitation to people who already received one by checking the **Send to Invited** box. If you leave this unchecked, only new invitees will receive the message. Keep in mind, invitations won’t be sent to anyone who has already **RSVP’d** or who’s been marked as **Attended** or **Not Attended**.

When you’re ready, click **Send** to email the invitations.

## Student View: Event Invites

After the invitation is sent, each Student will receive an email with the event title, date, time, and organizer, along with your custom event description or invitation message. The email includes an **RSVP button**, and if you selected the **calendar option** when creating the event, it will also include an **‘Add to calendar’** link.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/C21WvLrDBwXDt9BQQVAfp_image.png)

When the Student clicks **RSVP**, they’re taken to a simple response page that shows the event details along with their name and email. From there, they can choose **‘I will be attending’** or **‘I will not be attending’**, and optionally leave a comment or note before clicking **Save**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/KxhJXmGEpoZDQZMP_XQ16_image.png)

## Managing Individual Event Invitations

Once your event has been created and invitations have been sent, it will appear in the **Events** list with a Status of **Scheduled**. The columns next to the event title give a real-time summary of invitation progress — showing how many Students were invited, how many have RSVP’d **Yes** or **No**, and how many have been marked as **Attended**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/SLDVJ1R64Y9e6Ox-AC6bN_image.png)

To view individual responses, click the **expansion icon** next to the event title. You’ll see a detailed list of all invited students along with their invitation statuses. This includes a quick view of each individual’s status, the invitation status, the email delivery status, and their RSVP response.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/z4pxd63f9BPeuyBtkl8k9_image.png)

To the right of each student’s name, you’ll notice **quick action icons**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/oJF39zo5xODr3H1ttBZxO_image.png)

### Edit Attendee / Manually Update RSVP

Click the Edit Attendee icon to open a detailed view of that Student’s invitation. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/OiIF2PhyuDbbKr6qFuwOm_image.png)

This screen shows their email address, invitation status, send date, whether the invite was opened (and how many times), or if it bounced. You can also manually update their RSVP or attendance status and add a note if needed.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/1iSd4BwP2zzkJHgoUwiCN_image.png)

### Send Invitation

Use this icon to resend the invitation to a Student who has not yet responded.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/7ANyCSq4ruLSofk5JIKck_image.png)

This is helpful if the original invite wasn’t received or needs to be resent for any reason.

### View Invitation Email 

Click this icon to preview the original invitation email that was sent. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/rrcoT_WddlDLxkOrgo3Eo_image.png)

You’ll also see a log showing when the email was delivered and whether it was successfully sent or encountered an error.

::Image[]{src="https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/2VJzX2UjdlGtxFmoOrw8W_screen-shot-2025-01-23-at-14314-pm.png" size="66" width="1230" height="1408" position="center" showCaption="false"}

## Updating Event Attendance

After the event has concluded, return to the events list and expand the relevant entry. Here, you’ll see a list of all attendees. For each attendee, simply click the Checkmark to mark them as attended, or the X to mark them as absent. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/6-jBHjfQlzzc1U_E7JY8A_screen-shot-2025-01-23-at-20934-pm.png)

## Event Quick Action Icons

Each event listed in the Events section includes a row of quick action icons that let you perform key tasks—like editing, resending invitations, updating attendance, or canceling the event—without needing to open the full event page.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/owva9nkDKESk28Ma4rwuR_image.png)

Some of these actions may overlap with steps covered earlier in this guide, but they’re included here again to give you a clear, quick reference for what each icon does.

### View Event

You can check the status of the event and invitations by clicking the **View Event **(magnifying glass) icon. This will display details of the event and the status of the email invitations.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/H5lzo7SlF7i4w-8-pcpd9_screen-shot-2025-01-23-at-11933-pm.png)

When you view an event, you’ll see basic details like the group, event title, date, time, and event owner. You’ll also find information on how many attendees were invited, how many RSVPed, and who is set to be notified of RSVP responses. You can also update attendance after the event, which will be reflected in these details. Additionally, a **log **underneath shows whether all emails were sent successfully and if there were any errors.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/DXCpg7RmBtiNalCtlHVxU_screen-shot-2025-01-23-at-12224-pm.png)

### Edit Event

To edit an event, click the **Edit Event** icon from the Events list.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/XMKdr7pv3XkiubR7vNHD2_image.png)

This will reopen the **Edit Group Event** modal where you can update any of the event details, including the **title**, **date and time**, **description**, or **invitation settings**. Once you've made your changes, click **Save** or **Save + Email Invitations** if you’d like to resend updated invitations.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/ssC7Jpw0RrbBM2KyulEW7_image.png)

Any updates you make will be reflected immediately in the event record and visible to Students if the event is active.

### Send Event Invitations

To send or resend invitations for an event, click the **Send Event Invitations** icon (paper airplane) from the Events list.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/SAg9oLZD9WVjAPNCC1Q53_image.png)

This will open the **Send Group Event Invitations** modal, where you’ll see a summary of the group, event name, and number of invited attendees. If you check **Send to Invited**, the invitation will be resent to those who already received it but haven’t RSVP’d yet. Invitations will not be sent to attendees who have already RSVP’d or have been marked as attended or not attended.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/qQXertzWms_RZIiNQLbnK_image.png)

Click **Send** to email the invitations.

### Cancel Event

To cancel a scheduled event, click the **Cancel Event icon** next to the event in the list.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/MZjZWqKPmfU7kJ0ts7fnX_image.png)

This will open the **Cancel Group Event** window, where you’ll see the group and event name displayed. Enter a reason for the cancellation in the **Reason **box, then click **Cancel Event** to confirm.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/iHTSPOq7vXhcfak9pN42u_image.png)

Once canceled, the event will no longer be active, and no further invitations or reminders will be sent.

### Complete Event

To mark an event as complete, click the **Complete Event **icon next to the event. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/YF6wN8AS5FmVh0WN0vol1_image.png)

A modal will appear confirming the **Group** and **Group Event** name, with an optional field to add a **Reason.** 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/vxmJqoLlSXLAy40IfNByl_image.png)

Once you click **Complete**, the **Status **will update to **Completed**, and any Students who were invited and whose attendance wasn't updated will automatically be marked as **Absent**.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/vR3Mk0ZZNExcE4Oe1UcB3_image.png)

If needed, you can also restore a Completed event. Just click the **Restore Event** icon (circular arrow) next to the event in the list. This will revert the event’s status so you can make further edits or resend invitations as necessary.

### Delete Event

To permanently remove an event, click the **Delete Event icon** next to the event in the list.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/8wpaMocowlAdCm1he5ByL_image.png)

 A **Delete Confirmation** window will appear, asking if you're sure you want to delete the event. This action cannot be undone. If you're certain, click **Confirm** to proceed. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/_93eSX9iZOJY9j0YxACEH_image.png)

Once deleted, the event and all associated RSVP data will be removed from the system.