Event RSVP Guide

Purpose

Use this guide to run RSVP operations from event selection through invitation, guest lifecycle management, and attendance reconciliation.

Who should use this guide

• RSVP operators managing invitations and guest states
• Entry teams handling check-in execution
• Admins reviewing registration outcomes and settings

How to do it

• In Dashboard, click RSVP and use the event selector at the top to choose the correct event.
• Optionally use RSVP New Feature Shortcuts to jump to the right workspace quickly (Invitations, Guest List, Waitlist, Whitelist, Check-In, Settings).
• Open Growth > Invitations, choose recipients, and click Compose Invitation.
• Select an existing template or open the fullscreen builder to create/edit the invitation template, then save and return to compose.
• Run a preview and small internal test send before production invitation batches.
• Send the invitation batch and confirm recipient count and queued/sent state in campaign history.
• Open Operations > Guest List to update pending, confirmed, and waitlist/whitelist records as needed.
• Open Operations > Check-In during live entry and verify successful scans appear in History.

Event selector + overview baseline

Where: RSVP → Event selector / Overview

Used for: Ensuring all RSVP actions apply to the correct event and you can see registration baseline totals.

Configure

• Select the correct event using the event selector.

Use day-to-day

• Confirm totals and capacity assumptions at shift start.
• Re-check selected event before sending invitations or changing settings.

Pro tips

• Most RSVP mistakes are context mistakes — always confirm the selected event first.

Invitations (compose, template selection, send)

Where: RSVP → Growth → Invitations

Used for: Sending invitation batches to the right recipients with traceability.

Configure

• Choose recipients.
• Select an existing template or open the builder to create/edit one.
• Send the batch and confirm queued/sent status.

Use day-to-day

• Monitor campaign history for failures and exceptions.

Pro tips

• Preview templates before sending; token errors and missing fields are the top failure source.

RSVP invitation template builder (detailed workflow)

Where: RSVP → Growth → Invitations → Compose Invitation → Open Builder (fullscreen)

Used for: Creating and refining RSVP invitation templates with the shared full-screen builder while preserving RSVP workflow context.

Configure

• From RSVP → Growth → Invitations, start Compose Invitation and open the builder from template actions.
• Set template name, category, and invitation subject before editing layout blocks.
• Use safe mode for copy/text edits; use advanced mode for structural changes (section layout, wraps, and move actions).
• Insert RSVP-relevant tokens from the picker and validate placeholders in preview.
• Save and return to the invitation flow, then confirm the selected template in compose.

Use day-to-day

• Use New Feature Shortcuts in RSVP to jump directly to Invitations and related operations when triaging quickly.
• Use deep links (`rsvpTab`, `rsvpSubTab`) in handoff notes to direct operators to the exact RSVP area.
• After a template edit, send a limited internal test batch before broad recipient sends.

Pro tips

• Treat invitation templates as operational assets: version with clear names (e.g., RSVP Invite v1, RSVP Reminder v2).
• If a builder return path behaves unexpectedly, navigate back to RSVP → Growth → Invitations and reselect the saved template.

Guest List (state management: pending/confirmed/etc.)

Where: RSVP → Operations → Guest List

Used for: Managing guest lifecycle states and resolving exceptions during the registration period.

Configure

Use day-to-day

• Update guest states as needed (pending, confirmed, declined, etc.).
• Resolve edge cases before event day to reduce entry friction.

Pro tips

• Keep the guest list clean before doors open; day-of should focus on check-in only.

Waitlist / Whitelist controls (policy + overflow)

Where: RSVP → Operations → Waitlist / Whitelist

Used for: Applying access policy and managing overflow capacity in a controlled, auditable way.

Configure

Use day-to-day

• Move high-intent guests between queues based on capacity and policy.
• Confirm changes reflect in totals and guest list.

Pro tips

• Document your policy (who can be whitelisted and when) to avoid inconsistent decisions across operators.

Check-in + history (entry operations)

Where: RSVP → Operations → Check-In / History

Used for: Running entry operations and reconciling attendance outcomes after the event.

Configure

• Validate scanner readiness (device/operator) before entry opens.

Use day-to-day

• Check guests in during entry.
• Review History for scan anomalies and mismatches.

Pro tips

• If check-in fails, re-validate event context and scanner pairing before re-scanning.

Runbook

Daily checklist

• Confirm selected event and registration totals at shift start.
• Clear invitation and guest exceptions during the day.
• Validate whitelist/waitlist state before capacity changes.
• Verify check-in history and assign unresolved queue items before handoff.

Troubleshooting

• If links route unexpectedly, confirm canonical admin route is module=rsvp.
• If invitation builder is missing, use shared email-template fullscreen route.
• If template tokens render as raw placeholders, re-open preview and reinsert the token from picker instead of manual typing.
• If builder return/back does not restore expected context, return to RSVP → Growth → Invitations and re-open compose with the saved template.
• If counts mismatch, reconcile Guest List transitions against History entries.