Event RSVP List Tab

This tab contains a list of names that you have added to this event. These are the names of the people who are being invited to the event and whose RSVP status you need to track. You can add new names from this tab.

This list may also include names of people who have responded online, if you have set up an online response form for this event.

There are several other places where you can also add event invitees:

  1. From the Create New Event screen, Step 1, Create an Event. If you copy from a previous event, you can ask that the list of names from that event be included in the list for the newly created event.
  2. From the Create Event screen, Step 3, Add Participants.

Once you have participants, or invitees, in your list, you can use this tab to send invitations, update RSVP statuses, add guest names, record additional information, such as meal preferences, add donations, and assign seating or other groupings.

You can configure this list to show exactly what you would like to see about your participants. You can change the columns around, add additional columns, and filter and sort the data to facilitate your ability to view and update your information quickly and easily.

The Event RSVP List tab has these buttons:

  1. Edit - to make changes to the selected name. This takes you to the Attendee Details screen where you can update details about this participant and their guests.
  2. Add Participants - to add additional names to the RSVP list. This takes you to the Add Participants step of the Event set up screen.
  3. Change Status - to change the RSVP status of a group of names. Select the names in the list and check on this button to select a new status.
  4. Remove from Event - to remove one or more names from the RSVP list. Select the names in the list and click on this button to remove them. Any additional information associated with these names will be lost.
  5. Assign Grouping - to assign attendees to groups. This takes you to the Assign Groupings step of the Event set up screen.
  6. Add Gift - to add a gift to a participant. This opens the Add Gift screen.
  7. Invite - to send an invitation or email to a group of names on the list. Select the names and click on this button to go to the Mailings screen.

To use this screen to manage RSVPs for an event, do the following:

  1. Use the Add Participants button to add any additional names to the list. You can do this at any time.
  2. If there are names you do not wish to invite, select those names and click on Remove from Event.
  3. Select the names who have not yet been invited and use the Invite button to send them an invitation.
  4. Use the Change Status button to change the status of those invited to Invited.
  5. As responses are received, you can change the RSVP status of a name directly in the list, by clicking on the RSVP status drop down for that name and selecting a different status.
  6. If you select Accepted as the new RSVP status, you are taken to the Attendee Details screen where you can indicate the number of people attending, add a gift in payment, and set the sponsorship level, if any. You can also add user defined field values for each attendee, such as food preference.
  7. After you have entered the attendee details, you can return to the Attendee Details screen to make changes by selecting the name from the RSVP list and clicking on the Edit button.
  8. If you did not add a gift from the Attendee Details screen, you can add a gift by selecting a name from the list and clicking on Add Gift.
  9. If you have several names that have declined, select them from the list and use the Change Status button to change them as a group.
  10. Once you have some attendees coming and you are ready to assign them to tables or other groups, click on Assign Grouping. You do not need to select any names before clicking on this button. When you are on the Assign Groupings step, you will see all of the attendee names there.