RSVP management
A response is not a form. It is part of the guest record. An RSVP is a promise. Manage it like one, and measure it against the door.
Replies, plus-ones, meal choices and the questions your event actually needs, collected on the same guest record that is scanned on the night — so the RSVP count and the attendance count can finally be compared by name.
Marta RuizBefore the reply
- Invitation
- Delivered
- RSVP
- No reply
- Plus-one
- —
- Meal
- —
- Session
- —
Marta RuizAfter the reply
- Invitation
- Delivered
- RSVP
- Coming
- Plus-one
- Jonas Weber
- Meal
- Vegetarian
- Session
- Opening talk
Illustrative example — invented names and figures, not customer data.
Silence is data
No reply is not a no.
Four states, kept apart. The people who have not answered are the list a reminder is for — and, at the door, the list walk-ins tend to come from.
RSVP management is more than a yes/no count. A reply carries a plus-one allowance, a meal choice, an allergy, a session or a transfer — and it changes: people who said yes fall ill, people who said nothing turn up. A tool that stores the reply apart from the guest list and apart from the door loses each of those facts at the point where it matters.
Winglark keeps the reply on the guest record. Every guest gets their own invitation link; their answer, their plus-ones and their choices land on that record, the latest reply counts and the earlier ones stay in the history. Silence is kept as its own state — “no answer” is never counted as “no” — because the people who never replied are exactly the ones a reminder is for.
No reply≠No
Illustrative example — invented names and figures, not customer data.
Change of mind
The latest reply counts. The history stays.
People change their minds, and the closer the event the more they do. Every earlier answer is kept on the record, so a change is planning information, not noise.
- ComingKept in the history
- UndecidedKept in the history
- ComingCounts now
Plus-ones
A plus-one is a relationship, not a duplicate.
The plus-one is linked to the guest who brought them: named, counted, asked the same questions, and given an entry code of their own when the event has a door.
Marta Ruiz
Questions that belong to the event
Different events ask different things.
The event type brings the questions it usually needs; the organiser can add choices, a free note and anything specific to the day.
- Wedding →
- Meal choice
- Dietary needs
- Plus-ones
- Transport
- Conference →
- Attendance mode
- Session choice
- Dietary needs
- Accessibility
- Corporate event →
- Attendance mode
- Party size
- Consent
- Free note
- Private event →
- Plus-ones
- Accessibility
- Meal choice
- Free note
The reply loop
What RSVP management covers, and what does it here.
Replies are one step in a loop that starts at the list and ends at the report. Each step links to its page.
TemplateForge
An invitation with a reply built in
The reply button is a block of the invitation, bound to the event; a guest answers from their own link without an account.
→ An invitation with a reply built inMailFlow
Delivery you can see
A reply cannot arrive from an invitation that bounced. Every message shows delivered, bounced or suppressed, per guest.
→ Delivery you can seeInvitePulse
Late guests, invited once
Names added after the send are matched against the event; only the new ones are invited, and existing replies stay untouched.
→ Late guests, invited onceGatePass
Plus-ones with codes of their own
An allowance per guest — none, one, several or open. Each plus-one is counted, can answer the questions, and gets a QR code if the door is on.
→ Plus-ones with codes of their ownA yes that opens the guest’s own page
The guest who accepts gets their page for the evening — pass, programme and updates — from the same link they replied with.
→ A yes that opens the guest’s own pageQuestions per event type
Meal choice, allergies, transfer, session choice, attendance mode — the type brings the questions it usually needs, plus a free note.
→ Questions per event typeRSVP against attendance
The signature report: coming, not coming, undecided and unanswered, each measured against who was actually scanned in.
→ RSVP against attendanceAfter the evening, the right message
Thank those who came, follow up with those who could not — from the same replies, measured against the door.
→ After the evening, the right message
From RSVP to the door
RSVP is intention. Attendance is reality.
On the night, the same record is what the door scans. That is what makes the attendance report honest: who promised and did not come, and who came without replying, by name.
- Said yes338 replied coming
- ExpectedOn the door list with their plus-ones
- ScannedThe same record checked in
- Attended280 of them, by name
For the guest
No account. No app.
- InvitationA personal link in the email
- BrowserAny phone or computer
- ReplyComing, not coming or undecided — changeable until the deadline
RSVP management
What to look for in RSVP management.
The questions that separate a reply form from a reply record.
- Does each guest reply from a link that is theirs, without creating an account?
- Is “no answer” kept as its own state, or silently counted as a no?
- Can a guest change their reply, and does the history stay?
- Are plus-ones counted, asked the same questions, and given their own entry code?
- Can the questions follow the event — meals and transfers for a wedding, sessions for a conference?
- Does the reply live on the same record the door scans, so RSVP and attendance can be compared by name?
- Can the whole thing be exported — replies, choices and attendance — to a spreadsheet or a PDF?
RSVP management
How it runs on Winglark.
- Set the questions for the eventThe event type brings its usual questions; add a free note field for anything else.
- Set plus-one allowances per guestNone, one, several or open — a guest with an allowance names their plus-ones when they reply.
- Send the invitation with the reply blockEach guest answers from their own link. The reply, the plus-ones and the choices land on the guest record.
- Watch replies arrive, and follow up the silenceComing, not coming, undecided, no answer — by segment if you tag guests; a reminder goes to those who have not answered.
- Read the gap after the door closesRSVPs against real attendance, by name, in both directions; export to CSV, Excel or PDF.
Integrations
Every reply, sent on the moment it arrives.
An rsvp.submitted webhook tells your HR system or CRM who said yes, how many they bring, and when they change their mind. The HubSpot sync and the Salesforce sync work today.
See the integrations →Questions
Which reply states are there?
Coming, not coming, undecided and no answer. The last is kept deliberately: silence is data, and it is never counted as a refusal.
Can a guest change their reply?
Yes. The latest reply counts and the earlier ones stay in the record, so you can see who changed their mind and when.
How do plus-ones work?
An allowance is set per guest. Each plus-one is named, counted, can answer the same questions, and gets a code of their own if the door is on — or the guest’s code carries the group and the door counts who arrived.
Can I ask my own questions?
Each event type brings the questions it usually needs — meal choice, allergies, transfer, session, attendance mode — and a free note field for anything else.
What about guests who never reply?
They stay “no answer”, a reminder can go to them before the event, and if they turn up anyway the door records them among those who came without replying.
Keep the response with the guest.
Replies, plus-ones and choices on the record the door will scan — so the promise can be checked against the night.