Replying to an RSVP

If a planner has asked you whether you can make an event, a card at the top of your crew link is where you reply. One tap for Accept, one tap for Decline, and the planner sees your answer immediately.

This article covers what the card looks like, how to change your mind, what the waitlist means if you end up there, and what to do if you can't see a card you were expecting.

Where the card appears

Open your crew link. The RSVP card sits at the top of the page, above the timeline, above any request cards your planner has put on the link. It's the first thing you see when the link loads.

The card carries a headline ("Can you make it?"), a short explanation ("Let your planner know whether you'll be attending."), and two buttons: Accept and Decline.

If you don't see an RSVP card on your link, your planner hasn't enabled RSVP for this event, or has chosen not to ask you specifically (for example, because you're already locked in as a contracted supplier). There's nothing for you to do.

Replying

Tap Accept if you can make the event. The card updates to "You've accepted this invite." with a "Thanks! The event organizer has been advised." subtitle. The Accept button fills in solid green so it's obvious which way you went, and a small "Last response" timestamp appears underneath.

Tap Decline if you can't make it. The card updates to "You've declined this invite." with the same thanks message. The Decline button fills in solid red.

Either way, the planner sees your response immediately. You don't need to message them separately or wait for confirmation; the dashboard on their side updates within a few seconds of you tapping.

Changing your mind

You can change your response any number of times. Tap the other button (or the same button again if you want to be sure it registered) and the card updates to match.

The planner sees the change immediately, and the "Last response" timestamp moves forward to reflect when you re-replied. There's no version history shown to either side; only your current answer is visible.

A practical note: if you've replied and then your situation changes close to the event, update your RSVP and message the planner directly as well. They may have already used your earlier reply to book staff, order catering, or plan the room setup, and a late change that only lives in 1pm might not make it into whatever they've already arranged.

The waitlist

If the planner has put you on a waitlist, the card shows "You're on the waitlist for this event." with a subtitle saying "We'll let you know if a spot opens up."

This is a planner-set state. You can't put yourself on a waitlist from your link (the buttons only offer Accept and Decline). If you're on the waitlist, the planner has made that decision for you, usually because the event is at capacity and you're being held in case someone drops out.

The Accept and Decline buttons stay visible on the waitlist card. You can still use them: tap Accept if you want to confirm you'll come if a spot opens (the planner sees your accept and knows to slot you in first), tap Decline if you'd rather come off the waitlist entirely.

What the planner sees

As soon as you tap a button, your response shows on the planner's dashboard against your name. They see your status (Accepted, Declined, Waitlist), the timestamp of your last reply, and your contact details if they need to reach you.

Other crew on the same event don't see your response. The dashboard is planner-only. A photographer who's also on the event has no visibility of whether the DJ has accepted or declined; only the planner does.

If you've responded and then realised you replied the wrong way, you don't need to email the planner to apologise. Just tap the other button. The dashboard updates and the wrong answer is overwritten by the right one.

Replying ahead of time vs on the day

Reply as early as you can. The whole point of RSVP is to give the planner a count to work with: the catering order, the staff booking, the room setup, the door staff briefing. A reply two weeks out is worth more than a reply the morning of.

If you're not sure yet, it's better to leave the buttons untapped than to guess. An honest "no response yet" is more useful to the planner than an Accept that turns into a Decline three days later.

The reply window doesn't formally close, but most planners want their counts done a few days before the event so they can hand them to the venue and the caterer. If you respond the morning of, you may not make it into whatever they've already printed or ordered.

When you can't see the card

A few reasons the RSVP card might not appear when you were expecting one:

• The planner hasn't turned RSVP on for this event. Not every event uses RSVP; for events with a contracted crew who are confirmed by paperwork, the planner often skips it. Ask the planner if you're unsure.
• The planner has marked you as "don't RSVP". This is common if you're a contracted supplier or someone who's already confirmed by other means. Your link works as normal; you just don't get the RSVP card on top. No action needed.
• You're looking at the public read-only runsheet, not your personal link. The URL of the read-only runsheet has /r/ in it; your personal crew link has /v/ in it. The RSVP card only appears on the /v/ link, because it needs to know which crew member is responding. Go back to the original email or message your planner sent and open the link from there.
• You're looking at a cached version of the page. Pull down to refresh on a phone, or hit the browser refresh on a laptop.

If none of these apply and the planner has told you RSVP is on, tell them you can't see the card. They can check your share link status on their end and reissue if needed.

Privacy

Your RSVP response is between you and the planner. Other crew on the event don't see it; the public read-only runsheet doesn't carry RSVP data at all.

If your planner exports the RSVP list (to a CSV, a printed roll, or a name tag sheet for the door), your name and contact details appear in those documents alongside other crew's. That's the same surface area as the rest of the crew section, not an RSVP-specific privacy concern.

If you got an invite email

Your planner may have sent you an email titled something like "RSVP: [Event Name] ([Date])". The email contains a button that takes you straight to your crew link, where you can use the RSVP card to reply.

If the email arrived but the link doesn't open the RSVP card (or doesn't open anything), the link may have expired or been revoked. Reply to the email and ask the planner for a fresh link.

If you got an email without a clickable button (just a written message asking you to reply), the planner is collecting responses before publishing the full run of show. Reply to the email directly to let them know whether you can make it. They'll add your response on their end.