Guest Lists and RSVPs: Turning Them On and Tracking Replies

Guest lists let the person making a booking invite people, collect replies and follow up on any required waivers. Use them for team socials, private events, group activities or celebrations. Ordinary RSVPs ask for each person's name and attendance; there is no age-group selection.

For example, someone booking a team social can send colleagues an RSVP link, see who is coming and ask the venue to adjust the booking if more people accept than expected. A contact can reply for themselves or a group.

Choose which sessions offer guest lists

Open the session editor, select Features, and find Guest list & RSVPs. Choose a Guest list availability option and save the session.

Choose availability separately for each session.

Changing this setting does not automatically create lists for bookings that are already confirmed. To add one to an existing, future confirmed booking, choose Automatic or On request and send the booker a guest-list action as described below.

Existing guest lists remain available when you change the setting, including switching it to Off or moving the booking to another session. Incomplete bookings and separate add-on bookings do not receive their own lists.

Send the booker their guest-list link

For an On request session:

1. Open the confirmed booking and go to Booking Messages.
2. Write your message, then choose Add request → Guest list & RSVPs.
3. Select Add guest list link.
4. Check the draft and select Send message.

The action gives the booker their private organiser page.

Adding the action to a draft does not create the list. Sending the message does. You can send the action again if the booker needs another copy; it opens the same list and preserves its invitations and responses.

Choose the right link or code

Guests do not need an account. Share the link labelled Share this RSVP link, rather than copying the address of the organiser page.

Invite guests and track replies

The booker opens Manage your guest list to see the event details, booked places, attending and declined people, invitations awaiting a reply, and outstanding waivers. Awaiting reply counts invitations, which may each contain several people.

The organiser can follow replies from one page. The example RSVP link is hidden in this screenshot.

There are three ways to invite people:

• Select Copy link beside Share this RSVP link, then share it through the organiser's usual channels.
• Copy the Event code and RSVP page address onto a printed invitation, as explained below.
• Select Invite guests, enter a contact name and email, and optionally add named people. Leave responses as Awaiting reply unless their answer is already known. With Email an invitation now selected, choose Send invitation.

One invitation can cover one person or several people.

To prepare an invitation without emailing it, clear Email an invitation now and choose Save invitation. Draft invitations are not sent automatic reminders.

The contact is counted only when also listed as a named person marked as attending. An organiser arranging places for colleagues, for example, can be the contact without attending themselves.

Use Edit beside an invitation to correct details or record a reply received by phone. Remove deletes that invitation and its responses and stops its private link working.

If more people accept than the booked places, the organiser and staff see a warning. RSVPs do not change the booking's headcount, price, payments or capacity. Staff must adjust the booking separately if those extra guests will attend.

Put an RSVP code on a printed invitation

The organiser page shows an Event code and RSVP page address. Select Copy invitation details to copy both, then add them to an invitation, flyer or message. Venue staff can also find both in the booking's guest-list section.

Print the page address alongside the code so guests know where to enter it. Everyone invited to this event uses the same code; each contact still supplies their own details and gets a separate private response link.

1. The guest visits the RSVP page printed on the invitation.
2. They enter the Event code and select Find event. Uppercase or lowercase letters work, with or without the separating hyphen or spaces.
3. They check the event details, then enter their contact information and attendance responses.

A short event code works with the venue's RSVP page. It does not open the organiser's page or another guest's response.

The code follows the event's normal RSVP deadline. If it is not recognised, check both the code and venue address on the invitation, or ask the organiser for current details.

Manage the list as venue staff

Open the booking's Guest list & RSVPs section to inspect invitations, responses and each attending person's waiver progress. Staff use their existing booking view and management permissions.

Staff can help with replies directly inside the booking.

• Add invitation creates an invitation. Choose Save details or Save and send invitation.
• Edit / record reply corrects names, adds people or records verbal responses.
• Edit guest list changes the invitation title, message, event details or deadline. It also shows the current cover photo when one has been added; open the organiser page to replace or remove the photo.
• Send reminder follows up with one invitation.
• Close RSVPs and Reopen RSVPs control replies before the booking starts.
• Open organiser page and Open RSVP link open the corresponding guest pages.

Staff retain access after the event to review and correct the records. Public replies and online waiver signing cannot be reopened after the booking starts.

Reminders, rescheduling and cancellation

Automatic RSVP reminders follow up with invitations awaiting a reply three days and one day before replies close. Outstanding-waiver reminders follow the same three-day and one-day schedule before the booking starts, where waiver reminders are enabled. Overlapping reminders are combined for the contact.

Organisers and staff can also use Send reminder. Manual invitations and reminders have a 15-minute resend cooldown for the same recipient.

Reminders stop when there is no outstanding reply or waiver. Invitations created close to the deadline receive the next applicable reminder rather than a backlog of earlier ones.

Changing the booking date or time updates the invitation pages and notifies invited groups that have not entirely declined. Cancelling the booking sends a cancellation notice to those groups and stops subsequent invitation and reminder activity.

Common questions

Can guests reply after the deadline? They need to contact the organiser or venue. Before the event starts, the list can be reopened. Staff can still record corrections afterwards.

Why is an extra attendee not included in the booking total? Guest-list totals record intentions to attend. Staff must separately update the booked places and any resulting charges.

What happens if a contact's email changes? A new private response link is emailed to the new address. The previous link stops working. Changing the booker's email also replaces their organiser link.

Where to go next

• Your Guests' RSVP Page, Event Details and Waivers covers what invited guests see, how the organiser personalises the page and sets a deadline, and how waivers are collected.
• Invitation Designs for Guest Lists covers the printable invitation templates you create in the graphics editor and offer on a session.