When your event is taking shape and you're ready to get people involved, the first step is building out your participant list and making sure your RSVP setup is ready to go.
You'll work across two tabs to manage your event guests: the Participants tab for adding people and tracking travel, and the Website & RSVPs tab for handling RSVP responses and questions.
Adding Participants
You can add participants to your event at any time, either manually or via bulk upload.
To add someone manually, search for their name or email address in the Participants tab. Participants must be in your company's Navan user list and enabled in Navan to appear in search results.
To bulk upload, download the CSV template from the Participants tab, fill it in, and re-upload it as a CSV file.
Want to include a message for participants on their invitation? You can add a custom note that will appear on their invitation page and in their email invite from the Booking Settings tab under Travel Details.
Learn more about your booking settings here.
Draft vs. Active: How Invitations Work
How invitations are handled depends on your event's status. You can always check your current status in the upper right corner of your event page or at the bottom of the Add Participants window.
While your event is in Draft mode, participants can be added to your list but won't receive any notification. Invitations only go out once you've completed all setup steps and clicked Send invitations from the Overview tab.
Once your event is Active, it works the other way: any new participant you add will automatically receive an invitation right away, with no additional steps needed.
For a full walkthrough of the setup process, check out our guide on getting from Draft to Active.
Participant Details
Once added, each participant's record shows their location, allowed bookings, status, estimated travel spend, and actual travel spend. You can edit any of this information directly, including their travel policy, travel windows, accommodation dates, and permitted flight types.
The Participants tab also displays a running total of estimated spend and carbon footprint across all participants.
Managing RSVPs
Once invitations have been sent, you'll have access to the RSVP summary. From here you can see a breakdown of participants by status:
Going
Not going
No reply
Viewed
You can filter by any of these statuses, search for individual participants, and manually update someone's status if needed.
To edit a participant's details, click the three-dot menu on the far right of their row.
From there you can update their information, adjust their specific event details, or remove them from the event. Removed participants are not notified.
You can also download the full participant list as a CSV or Excel file at any time.
Setting Up RSVP Questions
You can customize the questions participants are asked when they RSVP. Head to the Website & RSVPs page to manage your RSVP questions.
From there you can:
Add custom questions
Mark questions as required or optional
Turn individual questions on or off
Reorder questions using the arrows
RSVP Settings
Within the same page, you can configure a few additional settings:
Turn RSVP responses on or off
Set an RSVP deadline
Display or hide a banner when RSVPs are no longer being accepted
Allow participants to update their responses after submitting
Turn off RSVP confirmation emails if needed
Your participant list and RSVP data are always available as your event progresses. Use the download option to keep records offline, and check back regularly to track booking progress and follow up with anyone who hasn't responded yet.