Use Case · For your community
Get real headcounts for your community events — before the day
Let Skoutee remind your members about upcoming events and collect confirmations automatically. No more guessing who's coming, no more surprise no-shows or unexpected crowds.
The Problem
Members don't sign up — they just show up. Or they don't.
You plan a community barbecue, a workshop, or a seasonal gathering. You post the announcement on the notice board, drop it in the group chat, maybe send an email. A few people react with a thumbs up. Most say nothing.
Event day arrives and you've prepared for 40 people. Only 15 show up — or 60 appear and you're scrambling for extra chairs and food. The problem isn't that people don't want to come. It's that nobody bothers to confirm, and there's no easy way to follow up without being annoying.
You can't plan what you can't count. And counting shouldn't require chasing people individually.
The Solution
Let Skoutee collect confirmations for you
With Skoutee, you describe your event — date, time, what you need to know — and the AI agent personally reaches out to every member. It asks if they're coming, how many people they're bringing, and any other details you need.
Members who don't respond get a friendly reminder automatically. You see a live dashboard of confirmed, declined, and pending responses. By the time the event arrives, you know exactly who's coming — and you can plan accordingly.
Step by step
How to set up your event confirmation scout
Takes 2 minutes to set up. Works for any event — big or small, one-off or recurring.
Describe the event
Tell Skoutee what to ask: "Remind everyone about our community barbecue next Saturday and ask if they're coming." Skoutee creates the right questions — e.g. "Are you joining us on Saturday at 3pm?" (Yes / No / Maybe), "How many people are you bringing?" (number), and "Any dietary requirements?" (free text).
Add your members
Import your member list, club roster, or neighbourhood directory. Include names and preferred channels — WhatsApp, SMS, or email. Skoutee reaches everyone individually with a personal message, not a generic blast.
Set reminders & deadline
Send the first message a week before the event. Set an automatic reminder 2 days before for anyone who hasn't responded. Add a deadline like "please confirm by Thursday" so you can plan with confidence. For recurring events, automate the whole cycle.
Launch & track confirmations
Hit launch. Skoutee messages every member personally, collects their responses, and gives you a live dashboard: who's coming, who's not, who hasn't replied yet. Export your final headcount anytime — no more guessing.
Benefits
Why your community will love this
Better planning, less stress, more people actually showing up.
Know your numbers early
Get confirmed headcounts days before the event. No more preparing for 50 when only 20 show up — or the other way around.
Set up in 2 minutes
Describe the event, import your members, set a date. Skoutee handles the outreach, reminders, and tracking automatically.
Nobody gets missed
Every member gets a personal message on their preferred channel. No more relying on people checking the group chat or notice board.
Works for recurring events
Monthly meetings, weekly training sessions, seasonal gatherings — set it up once and let it run on autopilot.
Higher response rates
Personal messages get replies. A direct "Are you coming Saturday?" beats a group chat announcement that scrolls past in seconds.
Accountability without awkwardness
Members commit when they reply personally. It's friendly and low-pressure, but people follow through when they've confirmed directly.
Pro tips
Best practices for event confirmation scouts
Send the first reminder a week out so people can plan their schedule.
Include key details in the message — date, time, location — so members don't have to look anything up.
Always offer a 'Can't make it' option so you know the difference between a No and a non-response.
Ask about plus-ones or family members to get an accurate total headcount.
For larger events, ask about dietary needs or accessibility requirements in the same Scoutee task.
Share the final attendance list with your organising team so everyone's aligned on the day.
Security & Safety
Your data is safe with Skoutee
Skoutee is designed to collect, not to act. Your data is encrypted, access-controlled, and never shared.
Skoutee can't act on its own
Skoutee only does what you tell it to. It cannot initiate actions, access systems, or make decisions outside the scope you define. Every scout is triggered and controlled by you.
Your data is stored securely
All collected responses and files are encrypted at rest and in transit. Your data lives in a secured environment with strict access controls — never exposed to the open internet.
Full transparency & audit trail
Every message sent, every response collected — fully logged and visible in your dashboard. You always know exactly what Skoutee said and what it received.
Ready to stop guessing and start planning?
Create your first event confirmation scout in under 2 minutes. Free to start, no credit card required.