Record a proposed headcount change to an existing event

AssistCall team · Updated November 6, 2026 · Operational guidance to adapt and approve for your business

The decision this workflow supports

A returning organizer may ask to increase or reduce attendance. Capturing that request must not overwrite the last arrangement staff actually confirmed. The reviewer needs both the existing reference and the proposed change.

Put the review process in place

Ask the organizer to identify the event, then record the new requested count or range and when the change became known. Clearly label the change pending review. Staff decide whether it affects arrangements, pricing or timing and communicate the outcome directly.

Worked example for your team

A fictional event previously discussed forty guests, and the organizer now asks whether forty-eight would be possible. Record forty-eight as the proposed new count, with the earlier figure only as caller-reported context. Staff must review the consequences before changing the arrangement. Compare the request summary with a confirmation message: they should not use the same status language. Add a test where the organizer changes their mind during the call. Only the final requested count should be sent as the amendment, while the event reference remains unchanged.

Sample wording to approve

“I can record a proposed attendance change for your event. What is the event reference and the new requested count? Your existing arrangement stays subject to staff review of that change.” This wording is a draft for the restaurant owner to approve before use.

Fields for the staff handoff

Staff need event reference, requested new count, previous count if caller knows, event date, and responsible coordinator. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.

Acceptance tests before use

The proposed count does not appear as confirmed. The original reference remains intact. Staff can identify exactly what the organizer wants changed. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.