RSVP Management

Fotify's RSVP management system allows you to create and manage invitations, track responses, and monitor attendance for your events. This guide covers all aspects of the RSVP functionality.

Creating an Invitation

To set up RSVP for an event:

  1. Navigate to the "Events" page

  2. Click on "RSVP" for your event

  3. If no invitation exists, you'll be prompted to create one:

    • Set an RSVP deadline (must be before the event date)

    • Click "Create Invitation"

RSVP Dashboard Overview

The RSVP dashboard consists of three main tabs:

  • Event Details

  • Invitation

  • Guests

Event Details Tab

This tab provides an overview of your RSVP system:

  1. RSVP Statistics:

    • Confirmed invitations

    • Declined invitations

    • Total guests

    • Total confirmed guests

  2. RSVP Settings:

    • RSVP Deadline: The date by which guests must respond

    • Invitation Status: Control whether the RSVP system is active, paused, or finished

Note: The RSVP system is automatically paused when an event is not live.

Customizing the Invitation

The "Invitation" tab allows you to personalize the RSVP experience:

Personalization Guide

The system uses template keys to customize messages:

  • {{FIRSTNAME}}: Inserts the guest's first name

  • {{LASTNAME}}: Inserts the guest's last name

  • {{FULLNAME}}: Inserts the guest's full name

  • {{RSVP_LINK}}: Inserts the personalized RSVP link (required)

Hero Image

  1. Upload a feature image for your invitation

  2. Use the cropping tool to adjust how the image appears on mobile devices

  3. Remove or replace the image as needed

Invitation Content

Use the rich text editor to create beautiful invitations:

  • Formatting options (bold, italic, underline)

  • Text alignment

  • Color and highlighting

  • Bulleted and numbered lists

  • Links and images

  • HTML widgets for advanced users

Message Template

Create a template for sharing invitations:

  1. Write a message that will be sent to guests

  2. Include the {{RSVP_LINK}} placeholder

  3. Personalize with name placeholders

Example:

Dear {{FIRSTNAME}},

You're invited to our special event!

Please RSVP using this link: {{RSVP_LINK}}

We look forward to your response!

Location Settings

Add location details to your invitation:

  1. Search for a location using the Google Maps integration

  2. The selected location will appear on the invitation with an interactive map

  3. Add optional location instructions for parking, entrance details, etc.

Attendance Settings

Configure how attendance will be tracked:

  1. Enable QR Code Access to generate unique QR codes for each guest

  2. Set a security password for staff members who will check guests in

  3. Access the attendance verification page link to share with staff

Managing Guests

The "Guests" tab provides tools to manage your guest list:

Adding Guests

Add guests individually:

  1. Click "Add Guest"

  2. Enter guest details:

    • Name (required)

    • Last Name

    • Email (optional)

    • Cellphone (optional)

    • Number of Guests allowed (the maximum plus-ones they can bring)

  3. Click "Add Guest"

Bulk Upload

Upload multiple guests at once:

  1. Click "Upload Guest List"

  2. Prepare a CSV file with columns: Name, LastName, Email, Phone, Guests

  3. Upload the file

  4. Review the upload results

Guest Management

For each guest, you can:

  1. View their details and RSVP status

  2. Edit their information

  3. Delete their invitation

  4. Copy their personalized invitation message

  5. Send a WhatsApp message (if phone number is provided)

Guest List Features

  • Search functionality to find specific guests

  • Sort by name, email, phone, or status

  • Track which guests have received WhatsApp messages

  • Reset WhatsApp tracking as needed

  • Download the complete guest list as CSV

RSVP Process for Guests

When a guest receives their invitation:

  1. They click on their personalized RSVP link

  2. They view the event details and invitation content

  3. They can respond:

    • Accept with pleasure

    • Decline with regret

  4. If accepting, they specify:

    • Number of guests attending (limited by the maximum you set)

    • Additional comments (dietary restrictions, etc.)

  5. If you've enabled it, they can upload photos during the RSVP process

  6. After responding, they receive a confirmation

Attendance Verification

For in-person events, you can track attendance:

Setting Up Attendance Tracking

  1. Enable QR Code Access in the Attendance Settings

  2. Set a security password for staff members

  3. Share the attendance verification link with event staff

Check-in Process

  1. Staff opens the attendance verification page

  2. They enter the security password

  3. They scan guest QR codes or search for guests manually

  4. The system displays guest information and status

  5. Staff marks guests as attended

  6. The system tracks attendance history

QR Codes for Guests

When a guest accepts an invitation:

  1. They receive a personal QR code in their confirmation

  2. They show this code at the event entrance

  3. Staff scans or manually checks them in

  4. The system updates their status from "Accepted" to "Attended"

RSVP Limits and Features

Features vary by event type:

  • Maximum number of guests/invitations

  • Custom invitation designs

  • Attendance tracking capabilities

Note: If you reach your guest limit, you'll need to upgrade your event type or purchase additional credits.

PreviousBulk DownloadNextWork in Progress Features

Last updated