Organiser Guides

New to recanRSVP? When you create an event, a Get started checklist appears on the Overview page to guide you through setup in the recommended order. Each step ticks off automatically as you complete it, and the checklist disappears once everything is done.

1. Choose an event type — select the kind of event (Wedding, Birthday, etc.) directly from the checklist, or set it when creating the event
2. Add sections — split your event into parts such as Ceremony and Reception (do this before adding guests, so you can assign guests to sections as you go)
3. Build your RSVP form — add meal choices, dietary questions, or any other questions under the relevant sections
4. Add or import your guests — add guests one at a time or import a CSV; assign each guest to their sections at this stage
5. Share invite links — send personal RSVP links by email, or print QR codes for postal invites

If your event has no sections, guests RSVP for the whole event — you can skip step 2. The tab order also adapts: once you have guests, the Guests tab moves to the front for quicker access.

• Go to your dashboard and click New event
• Enter an event name, set the event date (this should be the start date of your event), and optionally choose an event type (Wedding, Birthday, etc.)
• Optionally set an RSVP deadline — guests visiting after this date will see a "deadline has passed" message unless they have a personal invite link
• Click Create event — a setup checklist on the Overview page will guide you through the remaining steps

Sections let you split your event into distinct parts — for example Ceremony and Reception — and invite guests to only the parts relevant to them. Sections can span multiple days, making them ideal for multi-day events like weddings or festivals.

• Open the event and go to the Sections tab, then click Add section
• Give each section a name, optional venue, and an optional date & time — each section can be set to a different date, so a Friday evening dinner and a Saturday ceremony can both be tracked under one event
• The event date on the overview is the start date of the whole event; individual section dates are set separately per section
• Guests only see the sections they are assigned to on their RSVP form — assign sections when adding or editing a guest
• Enable Open invite on a section to allow anyone with the event link to RSVP to that section, without being pre-added as a guest
• Attendance is tracked per section — a guest can confirm for the Ceremony but decline the Reception
• If you do not add any sections, guests RSVP for the whole event as a single response

Questions can be attached to a specific section or to the whole event, and shown only when relevant.

• Open the event and go to the Questions tab, then click Add question
• Question types: Yes/No, Single choice, Multiple choice, or Free text
• Attach a question to a section (e.g. meal choices under Reception) or leave it as a whole-event question — it appears at the bottom of the form for all guests
• Toggle Only show if attending to hide a question from guests who decline that section
• Toggle Ask per person so each individual in the party answers separately — on desktop this renders as a table; on mobile as person-by-person cards
• Set the audience to Everyone, Adults only, or Children only — questions set to Children only will only appear for parties that include children
• Mark any question as required to prevent submission without an answer
• For choice questions, each option can have an optional description shown beneath the label

Meal selection is handled through the question builder — no separate menu tool is needed.

• Add a Single choice question under the relevant section (e.g. "Main course — Beef, Fish, Vegetarian")
• Enable Ask per person so each guest in the party picks their own meal independently
• For a children's menu, add a separate question and set the audience to Children only — it only appears for parties that include children
• Use a Multiple choice question for allergies or dietary requirements (e.g. Nuts, Gluten, Dairy)
• Use a Free text question for open dietary notes or special requests
• Enable Only show if attending so meal questions are hidden from guests who decline the meal section

• Go to the Guests tab and click Add guest to add guests one at a time
• For each guest, set their name, email, adult count, child count, which sections they are invited to, and any private notes (e.g. "VIP table", "wheelchair access")
• If you provide an email address you can send their personal RSVP link by email at the point of adding
• To import a large list, click CSV template to download a template pre-filled with your section names, then fill it in and use Import CSV to upload
• The CSV template includes one column per section — set each cell to Yes or No to control which sections each guest is invited to
• When importing, you can optionally send RSVP invite links by email to all guests who have an email address in the file
• Each guest gets a unique personal link — copy it from the Actions menu to share via WhatsApp, email, or any other channel
• You can also view or download a per-guest QR code from the Actions menu, or click Print QRs to generate a printable sheet of all guest QR codes
• If you are not ready to send emails immediately (for example, you want to print and post QR codes first), leave the email option unticked when adding guests — a Send invites button will appear in the toolbar showing how many guests are still unsent. Click it when you are ready to send all outstanding invites at once. You can optionally include each guest's personal QR code inline in the email

Each guest has a status that updates automatically as they interact with their invite.

• Not sent — guest added but invite not yet shared
• Posted — mark manually when you have sent a physical invite by post (use Actions → Mark posted)
• Sent — invite link sent by email
• Opened — guest has opened their RSVP link
• Responded — RSVP submitted; click Actions → View answers to see their full response including per-section attendance and all question answers
• Filter by status or section to see who has not yet responded
• Use Actions → Resend email to re-send the invite link to a guest who has an email address

Guests can request to bring additional adults or children beyond their pre-set party size.

• Guests see a "Need to bring more people?" link on the RSVP form — they can request extra adults and/or children
• Pending requests appear as an amber badge on the guest row in your Guests tab
• Approve or decline inline from the guest table or from the full answer view — approving automatically increases their party size

• Click Export ▾ on the Guests tab to choose your export format
• Guest list — names, email, party size, child count, status, and section attendance for every guest
• Answers by section — all question responses grouped by section, useful for meal planning and catering sheets
• Both exports download as CSV files you can open in any spreadsheet application

Business plan accounts can add team members who share access to your events. Team members log in with their own credentials but see and manage your events, not a separate account.

• Go to the Team page from the navigation to manage your team
• Click Add member and enter their name, email address, password, and role
• Two roles are available:
  • Manager — full access to all events; can create, edit, and manage guests
  • Event Staff — limited access; can view event details and guest lists but cannot manage event setup, sections, questions, or billing
• Your plan determines the maximum number of team members — the Team page shows how many slots you have used
• To remove a team member, click Remove next to their name — they will lose access immediately
• Team members share your subscription and cannot manage billing themselves
• If you need more team member slots, upgrade your plan from the Billing page

• Plans differ by number of active events and, on some plans, team-member capacity
• Visit the Billing page to view your current plan, usage, and upgrade options
• Annual billing saves approximately 20% versus monthly billing
• Payments are processed securely by Stripe; cancel your subscription at any time

• Set an RSVP deadline on the event to automatically lock public responses after a specific date
• Guests with a personal invite link can still view their response after the deadline, but cannot make changes
• Closed events and their responses remain accessible in your dashboard
• Delete an event to permanently remove it and all associated responses