Event RSVPs

The RSVP system allows members to register for events, purchase tickets, and track attendance. It provides event organizers with accurate headcounts and attendance management.

Understanding RSVPs

What is an RSVP?

An RSVP (Répondez s'il vous plaît - "please respond") is a record of someone's intent to attend an event. Each RSVP contains:

RSVP vs. Tickets

Feature Simple RSVP Ticketed Event
Registration Free, open to all May require payment
Capacity Optional limit Usually has capacity
Payment No payment needed Payment collected upfront
Confirmation Email confirmation Ticket receipt/QR code
Use Cases Onegs, classes, services Galas, concerts, trips

Enabling RSVPs for Events

During Event Creation

  1. Create Event

    Fill in event details (name, date, time, location).

  2. Enable RSVPs

    Check "Allow RSVPs" option.

  3. Set RSVP Settings

    • RSVP Deadline: Last day to register
    • Max Capacity: Maximum attendees (optional)
    • Guest Policy: Allow members to bring guests
    • Require Names: Collect names of all attendees

  4. Configure Questions (Optional)

    Add custom questions:

    • Dietary restrictions
    • Accessibility needs
    • T-shirt size
    • Transportation needs

  5. Save Event

    RSVP button appears on event listing.

Member RSVP Process

How Members RSVP

  1. Browse Events

    Members view upcoming events in calendar or list view.

  2. Click "RSVP"

    Opens RSVP form for the event.

  3. Select Number of Guests

    Choose how many people are attending (self + guests).

  4. Enter Guest Names (If Required)

    List names of all attendees.

  5. Answer Custom Questions

    Fill in dietary needs, special requests, etc.

  6. Submit RSVP

    Receive confirmation email with event details.

RSVP Confirmation

After submitting, members receive:

Managing RSVPs (Admin)

Viewing Event RSVPs

  1. Navigate to Events
  2. Click on an event
  3. Click "View RSVPs" tab
  4. See list of all registrations

RSVP List Information

The RSVP list shows:

Filtering RSVPs

Filter the list by:

Exporting RSVPs

  1. Open event's RSVP list
  2. Click "Export"
  3. Choose format (Excel, CSV, PDF)
  4. Download file

Export uses:

Ticketed Events

Creating Ticket Types

For paid events, create multiple ticket tiers:

Example: Gala Tickets

  • Early Bird: $75 (available until March 1)
  • General Admission: $100 (March 2 - April 15)
  • VIP: $250 (includes cocktail reception)
  • Patron: $500 (reserved seating + recognition)

Ticket Configuration

For each ticket type, set:

Payment Collection

When members purchase tickets:

  1. Select ticket type and quantity
  2. Add to cart
  3. Proceed to checkout
  4. Pay via credit card or other configured payment method
  5. Receive ticket confirmation and receipt

Capacity Management

Setting Event Capacity

Control event size:

  1. Edit event
  2. Set "Maximum Capacity" (e.g., 150 people)
  3. Choose what happens when full:
    • Close RSVPs: No more registrations allowed
    • Enable Waitlist: Accept additional RSVPs to waitlist
  4. Save event

Waitlist Management

When event reaches capacity with waitlist enabled:

  1. Member Joins Waitlist

    RSVP button changes to "Join Waitlist".

  2. Waitlist Confirmation

    Member receives email confirming waitlist position.

  3. Spot Opens Up

    When someone cancels, spot becomes available.

  4. Automatic Promotion

    Next person on waitlist automatically promoted (optional) or manually invited.

  5. Confirmation Required

    Promoted member must confirm within deadline or lose spot.

Check-In System

Day-of-Event Check-In

Track who actually attended:

  1. Open event on day of
  2. Click "Check-In Mode"
  3. View RSVP list with check-in checkboxes
  4. As people arrive, mark them as "Checked In"
  5. See real-time attendance count

Mobile Check-In

Use tablet or phone at entrance:

Attendance Reporting

After event, generate reports showing:

RSVP Modifications

Members Updating RSVPs

Members can modify their own RSVPs:

  1. Navigate to "My Events"
  2. Find the event
  3. Click "Modify RSVP"
  4. Change guest count or answers
  5. Update RSVP

Cancellations

Members can cancel RSVPs:

  1. Open their RSVP
  2. Click "Cancel RSVP"
  3. Confirm cancellation
  4. Receive cancellation confirmation
  5. Spot freed for others (or waitlist)
Refund Policy: For ticketed events, configure automatic refund rules or require admin approval for refunds.

Admin Overrides

Admins can manually:

Communications

Automatic Emails

System automatically sends emails for:

Custom Messaging

Send targeted emails to:

Reporting & Analytics

RSVP Metrics

Track important statistics:

Event Comparison

Compare events to identify trends:

Best Practices

RSVP Settings

  • Set RSVP deadline 3-7 days before event for planning
  • Allow modifications up to 48 hours before event
  • Use waitlist for popular events to avoid disappointing members
  • Collect essential info only - long forms reduce completions
  • Make guest count clear (is member included in count?)

Communication

  • Send confirmation immediately after RSVP
  • Send reminder 2-3 days before event
  • Include clear event details in all emails
  • Provide easy cancellation option
  • Thank attendees after the event

Capacity Planning

  • Set capacity 10-15% higher than venue max to account for no-shows
  • Review historical no-show rates for your events
  • Consider standing room or flexible seating
  • Have waitlist policy clearly stated

Accessibility

  • Always ask about dietary restrictions and allergies
  • Collect accessibility needs early for planning
  • Provide event details (parking, entrance, seating)
  • Make RSVP process mobile-friendly
  • Offer phone or email RSVP alternative for those without web access

Common Questions

Can members RSVP for others?

Members can include guests in their RSVP. To register on behalf of another member (e.g., elderly parent), admins can create an RSVP manually.

What happens if someone RSVPs after the deadline?

Admins can configure whether late RSVPs are: automatically rejected, automatically waitlisted, or require admin approval.

Can I charge different prices for members vs. non-members?

Yes! Create separate ticket types like "Member - General Admission" and "Non-Member - General Admission" with different prices.

How do I handle couples - one RSVP or two?

Typically one member RSVPs for the couple with guest count of 2. If you need separate dietary restrictions, collect that info in custom questions.

What if event details change after people RSVP?

Edit the event and check "Notify all attendees of changes". System sends update email to everyone who RSVP'd.

Can I limit RSVPs to members only?

Yes! Set event visibility to "Members Only" so only logged-in members can RSVP.

How do I handle refunds for cancelled ticketed events?

If you cancel an event, go to RSVP list and select "Refund All". Process refunds through your payment processor.

Related Documentation