Host Tools

Host Tools gives event hosts a simple, mobile-friendly way to manage their event on the ground. Share a link with anyone running an event, and they can see who's coming, check people in, and text attendees, all without needing a Solidarity Tech account.

This is especially useful for volunteer hosts, coalition partners, or field leads who need access to RSVP information but shouldn't have full dashboard access.

Enabling Host Tools

Host Tools can be enabled at the organization level (as a default) or per-event.

Organization Default

To set the default for all new events:

1. Go to Settings → Organization
2. Find the Host Tools setting
3. Toggle it on or off

When enabled at the organization level, all new events will have Host Tools enabled by default. You can still override this on individual events.

Per-Event Setting

To enable or disable Host Tools for a specific event:

1. Open the event in the dashboard
2. Go to Settings
3. Find Enable Host Tools and toggle it on

Getting the Host Tools Link

Once enabled, you can find the Host Tools link in two places:

From the RSVPs Tab

On any event with a single session, you'll see a Host Tools button near the export options. Click it to open the Host Tools page in a new tab.

From the Session Edit Page

When editing an event session (Schedule → click a session), you'll see the Host Tools URL at the bottom of the form. You can:

• Copy the link to share with your host
• Regenerate the link if you need to invalidate the old one (e.g., if it was shared with the wrong person)

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Each session has its own unique Host Tools link. For events with multiple sessions, share the correct link for each session.

What Hosts Can Do

The Host Tools page is designed to be simple and focused. Here's what hosts see and can do:

Event Overview

At the top, hosts see:

• Your organization's logo and name
• Event title
• RSVP counts broken down by status (Confirmed, Yes, Maybe, No)
• Event location and time (displayed in the host's local timezone)

RSVP List

All RSVPs appear as cards showing:

• Name and phone number
• RSVP status badge (Confirmed, Yes, Maybe, No)
• When they RSVP'd

Hosts can search by name or phone number to quickly find someone.

Mark Attendance

Each RSVP card has an Attended checkbox. Checking it creates an attendance record -- the same as marking attendance from the dashboard. Hosts can check people in as they arrive.

Contact Attendees

If an RSVP has a phone number, hosts see two icons:

• Phone icon: Opens their phone's dialer
• Message icon: Opens their phone's SMS app with a pre-filled message

Set a Default Message

Hosts can tap the pencil icon in the header to set a default text message. This message pre-fills whenever they tap the message icon on any RSVP.

Use {{ first-name }}} to personalize. The tag gets replaced with each person's first name.

Example:

Hi {{ first-name }}, this is Jeff, the campaign volunteer coorindator. Just checking in to confirm we'll see you at the event tonight?

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The default message is saved on the host's device, so it persists even if they close and reopen the page. Each event session has its own saved message.

Mark as Not Coming

Sometimes a host learns someone can't make it. They can tap the three-dot menu (⋮) on any RSVP card and select Mark as not coming. This changes their RSVP status to No and grays out their card.

If someone changes their mind, hosts can use the same menu to Mark as coming.

Add Walk-In Attendees

For people who show up without an RSVP, hosts can tap the + button in the header to add them:

1. Enter their full name (required)
2. Enter either a phone number or email (at least one required)
3. Tap Add & Mark Attended

The person is added to your database and marked as attended. They appear at the bottom of the list with a "Walk-in" badge.

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For US phone numbers, the system validates that the number can receive texts. If someone provides a landline, they'll see an error asking for a mobile number.

Link Expiration

Host Tools links remain accessible until one day after the event ends. After that, anyone visiting the link sees a friendly message that the event has ended.

This gives hosts time to finish marking attendance after the event wraps up, while ensuring old links don't stay active indefinitely.

Regenerating a Link

If you need to invalidate a Host Tools link (maybe it was shared too widely), you can regenerate it:

1. Go to the session edit page (Schedule → click the session)
2. Click Regenerate next to the Host Tools URL

This creates a new link and immediately invalidates the old one. Anyone with the old link will see an error page.

Security Notes

Host Tools links are designed to be shareable but secure:

• Long, random URLs: Links contain an encrypted token that's practically impossible to guess
• Scoped access: Each link only shows RSVPs for that specific event session
• Time-limited: Links stop working one day after the event
• Regeneratable: You can invalidate a link at any time
• No login required: Hosts don't need accounts, reducing password-sharing risks

The tradeoff is that anyone with the link can see RSVP contact information. Only share links with people you trust, and regenerate if needed.