Overview
AddCal's RSVP management system allows event organizers to collect and manage attendee responses for their events. The system supports three response types: "Yes" (Attending), "Maybe" (Might Attend), and "No" (Not Attending).
Key Features:
Simple RSVP Collection - User-friendly interface on any device
Attendee Management - Track who's attending with real-time counts
Automated Confirmations - Send confirmation emails to attendees
Custom RSVP Forms - Collect additional information beyond name/email
Data Export - Download complete attendee lists as CSV files
Calendar Integration - One-click calendar saves for attendees
Email Reminders - Automated reminder emails before events
Analytics - Real-time RSVP insights and performance metrics
Getting Started
Enabling RSVPs for an Event
For New Events:
When creating an event, check the "Enable RSVPs" box during event creation
Fill out required event details (title, date, time, etc.)
Click "Create Event" - RSVPs will be automatically enabled
For Existing Events:
Navigate to your event page
Go to the "RSVPs" tab
Click the "Enable RSVPs" button
A registration form will be automatically added to your event page
What Happens When RSVPs Are Enabled:
A unique landing page is created for your event
Attendees can respond with "Yes," "Maybe," or "No"
RSVP counts are displayed in real-time
You receive notifications about new responses (if enabled)
Sharing Your RSVP Event
Once RSVPs are enabled, you can share your event using:
1. Direct Landing Page Link
Copy the unique landing page URL from your event dashboard
Share via email, social media, SMS, or embed in websites
Attendees click the link to view event details and RSVP
2. RSVP Button
Copy the HTML code for an RSVP button
Add to emails, newsletters, or websites
Button directs users to your event landing page
3. QR Code
Download a QR code for your event
Perfect for printed materials, posters, or physical invitations
RSVP Settings & Configuration
Accessing RSVP Settings
Go to your event page
Navigate to the "RSVPs" tab
Click the settings gear icon or "Show Settings" to expand configuration options
Attendee Limits
No Limit (Default):
Unlimited RSVPs accepted
Best for large events or online gatherings
Limited Attendees:
Select "Limited to" option
Enter maximum number of attendees
Set custom message when limit is reached
Default message: "Sorry, we're out of seats for this event."
Free Plan Limits:
Free accounts have a soft limit of 50 RSVPs per event
If exceeded, you'll be contacted about upgrading
Paid plans have unlimited RSVPs
Response Types Available
Yes (Attending) - Confirmed attendance
Maybe (Might Attend) - Tentative response
No (Not Attending) - Declined invitation
All three response types are tracked separately in your dashboard analytics.
Managing Attendee Responses
Viewing RSVP Responses
Dashboard Overview:
Real-time count cards show totals for Yes/Maybe/No responses
Color-coded for easy recognition (Green/Yellow/Red)
Updates automatically as new responses arrive
Attendee List Table:
Complete list of all responses with names, emails, and response types
Sortable by response type, date, or name
Shows custom form data if additional fields were collected
Filtering Responses
Use the filter dropdown to view specific response types:
All Responses - Shows everyone who responded
Attending - Only "Yes" responses
Maybe - Only "Maybe" responses
Not Attending - Only "No" responses
Managing Individual Responses
Editing RSVPs:
Click the three-dot menu next to any response
Select "Edit"
Modify name, email, response type, or custom field data
Save changes
Adding Manual RSVPs:
Click "Add RSVP" button
Fill in attendee information
Choose response type
Optionally send confirmation email
Save the new RSVP
Deleting RSVPs:
Click the three-dot menu next to the response
Select "Delete"
Confirm deletion (this cannot be undone)
Pagination & Navigation
Large attendee lists are automatically paginated
Use page navigation at the bottom of the attendee list
Search functionality coming soon
Custom Forms & Data Collection
Note: Custom RSVP forms are a Premium Feature requiring a paid subscription.
Note: Custom RSVP forms are a Premium Feature requiring a paid subscription.
Default Form Fields
All RSVP forms include these required fields by default:
Full Name - Required text field
Email Address - Required email field for notifications
Creating Custom Forms
Available Field Types:
Text fields (single line)
Textarea (multi-line text)
Dropdown selections
Checkboxes
Radio buttons
Date fields
Country/State selectors
Marketing consent checkboxes
Setting Up Custom Forms:
Go to your team dashboard
Navigate to "Custom Forms" section
Create a new form or edit existing ones
Add desired fields with labels and validation
Save the form
Assigning Forms to Events:
In RSVP settings, find "RSVP Form" section
Select from your available custom forms
Or choose "Default form (Name & Email only)"
Save settings to apply changes
Custom Form Data Display
Additional fields appear as columns in the attendee table (up to 3 fields)
For forms with more fields, click "Info" to expand full details
All custom data is included in CSV exports
Email Notifications & Reminders
RSVP Notification Summaries
Premium Feature - Requires paid subscription
Available Options:
Off - No email summaries sent
Instant - Email sent for every new RSVP
Daily - Summary sent once per day
Weekly - Summary sent once per week
What's Included in Summaries:
Count of new RSVPs since last summary
Breakdown by response type (Yes/Maybe/No)
List of new attendee names and emails
Links to view full attendee list
RSVP Confirmation Emails
Premium Feature - Requires paid subscription
Automatic Confirmations:
Sent immediately after attendee RSVPs
Includes event details and calendar download links
Personalized with attendee name and response type
Can be enabled/disabled in RSVP settings
Manual Confirmations:
When adding RSVPs manually, choose whether to send confirmation
Useful for phone-in registrations or offline sign-ups
Email Reminders
Business Feature - Requires Business plan or higher
Setup Options:
Days Before Event - Send reminder 1-7 days before
Hours Before Event - Send reminder 1-23 hours before
Can enable one or both reminder types
Each reminder is sent only once per attendee
Reminder Email Content:
Event details and updated information
Personal greeting with attendee's name
Calendar download links
Any last-minute updates or instructions
Export & Data Management
Exporting RSVP Data
CSV Export Options:
All Responses - Complete attendee list
Filtered Export - Only specific response types
Custom Form Data - Includes all additional fields collected
Export Process:
Go to the RSVPs tab of your event
Apply any desired filters (optional)
Click "Export List" button
CSV file downloads automatically
File name includes event title and export date
CSV File Contents:
Name and email address
Response type (Yes/Maybe/No)
RSVP submission date and time
All custom form field responses
Confirmation email status
Unique response ID for tracking
Data Management Best Practices
Export data regularly for backup purposes
Use filters to create targeted attendee lists
Import CSV data into CRM systems or email marketing tools
Keep exports organized by event and date
Frequently Asked Questions
General RSVP Questions
Q: How does the RSVP feature work?
A: When RSVPs are enabled, attendees can visit your event landing page and respond with "Yes," "Maybe," or "No." You receive notifications about responses and can export the complete attendee list at any time.
Q: Can attendees change their RSVP response?
A: Yes, attendees can update their response at any time before the event using the same RSVP link they originally received.
Q: Is there a limit to how many people can RSVP?
A: Free accounts have a soft limit of 50 RSVPs per event. Paid plans have unlimited RSVPs, and you can set custom limits for any event if desired.
Technical Questions
Q: Can I embed the RSVP form directly on my website?
A: Currently, RSVPs work through the unique landing page link. You can embed RSVP buttons that direct users to this landing page.
Q: Do attendees need to create an account to RSVP?
A: No, attendees only need to provide their name and email address. No account creation is required.
Q: Can I integrate RSVP data with other systems?
A: Yes, you can export RSVP data as CSV files to import into CRM systems, email marketing tools, or other platforms.
Subscription & Billing Questions
Q: What happens to my RSVPs if I downgrade my plan?
A: Existing RSVP data is preserved, but premium features like custom forms and email notifications will be disabled. You can still view and export your data.
Q: Can I upgrade my plan mid-event?
A: Yes, plan upgrades take effect immediately. All premium features become available right after payment confirmation.
Q: Is there a free trial for premium features?
A: Contact our support team about trial options for premium features.