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.
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You'll work across two tabs to manage your event guests: the Participants tab, where you add people, track travel, and see RSVP status and responses all in one table, and the Website tab, where you build your site and set up your RSVP questions.

You can add participants to your event at any time, either manually or via bulk upload.
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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.
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To bulk upload, download the CSV template from the Participants tab, fill it in, and re-upload it as a CSV file.
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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.
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Learn more about your booking settings here.

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.
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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.
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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.
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The Participants tab also displays a running total of estimated spend and carbon footprint across all participants.

Once invitations have been sent, RSVP status and responses show up right in your Participants table, alongside travel details. Filter by status at the top of the table:

Any custom RSVP questions you've set up appear as their own columns (dietary restrictions, shirt size, special requests, and so on), so you can see everything about a guest in one place without hopping between pages.
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To edit a participant's details, click on the participants name to open the side drawer. From there you can update their information, adjust their specific event details, make changes to their policy and payment, 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.
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You can customize the questions participants are asked when they RSVP. Head to the Website page to manage your RSVP questions.
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From there you can:

From the same Manage Participant Experience screen, you can configure a few additional settings: