Collecting RSVPs from your crew — Help

RSVP in 1pm turns the crew share link into a confirmation surface. Once it's on for an event, every crew member sees an "Accept" and "Decline" button at the top of their link, every response lands on a dashboard above the crew list, and you can see at a glance who's in, who's out, and who hasn't replied yet. The feature is designed for the things venues actually need to count: which crew are on for Saturday, which suppliers have confirmed for the load-in, which guests on the invite list have responded.

This article covers turning RSVP on for an event, sending invites, reading the dashboard, and the per-crew controls. A separate article covers printing the RSVP roll and name tags from the same dashboard, and a third covers what crew see on their end.

Turning RSVP on for an event

RSVP is off by default on every event. You turn it on per event, so the feature only shows up where it earns its keep.

Open the event in the planner and click the pencil icon next to the event name to open the event edit form. Scroll to the section labelled RSVP. Tick the "Collect RSVPs" checkbox and save.

That's the entire setup. There's no separate deadline field, no max attendee count, no list of dietary questions to configure. The toggle simply switches on the RSVP machinery: the dashboard above the crew list, the Accept and Decline buttons on each crew member's share link, and the per-crew status controls in their accordion row.

You can switch RSVP off again at any time by unticking the checkbox. Responses already collected stay in the database; they just stop appearing in the UI until you turn the feature back on.

When RSVP is on, the venue-side "Crew" accordion changes its label to "Guests & Crew" (guests first, because in an RSVP-driven event that's who you're mostly chasing). The same list now tracks attendance for anyone you've added as a guest as well as your crew; RSVP works on the same underlying record as a crew member, so adding a wedding guest, a board member, or a gala attendee to the list and asking them to RSVP is the supported pattern.

The RSVP dashboard

With RSVP on, a dashboard appears at the top of the planner page, above the crew section.

Four KPI tiles across the top:

Crew on RSVP. Total people invited for this event, excluding anyone you've explicitly opted out (see "Per-crew suppression" below).
Accepted. Confirmed attending. Coloured green.
Awaiting. No response yet, whether or not you've sent them an invite email.
Declined. Not coming. Coloured red.

Below the tiles is a donut chart. Each slice is one RSVP status: Accepted (green), Waitlist (orange), Declined (red), Invite sent (blue), and To invite (grey). Empty slices are hidden so the legend stays honest.

Click a slice to filter the list below it to just that status. Click the same slice again to clear the filter, or use the "Clear" button next to the list header. The filter survives live updates: if a crew member responds while you're looking at the Accepted slice, the list refreshes silently and your filter stays put.

Below the chart sits the RSVP list. One row per crew member, showing name, mobile (tap to call), email (tap to message), status badge, and a timestamp for either the response or the invite. The list is sorted by status first (Accepted at the top, then Declined, Waitlist, Invite sent, To invite), then alphabetically by name within each status.

Sending invites

Open a crew member's row to expand their accordion. Below the main details, you'll find an RSVP sub-panel showing their current status, an invite history, and a "Send invite" button if they haven't been invited yet.

The button does three things: it stamps the crew member's status as Invite sent, it dispatches an email to the address on their record, and it broadcasts an update so the dashboard refreshes in any tab you have open. The email subject is "RSVP: [Event Name] ([Date])" and the body includes a button taking the crew member straight to their share link if they have an active one.

If the crew member has no active share link yet, the email still goes out but without a button. It asks them to reply by email instead. This is useful for early collection: you can poll the kitchen team a month out without having finished the run of show yet.

The "Send invite" button is disabled when:

The crew member has no email address on file. The tooltip explains. Add an email to their crew record and the button activates.
Your own email address isn't verified. The tooltip points you to email verification. Verifying once unlocks sending across every event.
You've already sent them an invite (status is past To invite). Re-inviting is a manual change via the status dropdown.
You've suppressed RSVP for this crew member. The send button hides entirely.

Invites count against the daily email quota (200 per venue per day, shared with other 1pm email surfaces). A failure to send rolls the status back to To invite so you can retry.

Per-crew status controls

Below the Send invite button is a "Set" dropdown with the five statuses: To invite, Invite sent, Waitlist, Accepted, Declined. This is the manual override.

Use it when you've taken a response outside 1pm and want to record it without firing another email. The classic cases:

A supplier has confirmed by phone or in person. Set their status to Accepted directly; they don't need an email to confirm what they've already told you.
You're putting someone on the waitlist. Crew can't put themselves on the waitlist from their share link (only Accept and Decline are available to them); you do it from here. Their share link then shows them a "You're on the waitlist for this event" message instead of the response buttons.
You sent the invite via your own email tool, not 1pm. Move the status from To invite to Invite sent so it stops appearing in the "send invite" funnel.
You need to clear a response and ask again. Drop the status back to To invite. The "Send invite" button reappears.

Any change made via the dropdown updates the dashboard immediately and broadcasts to your other open tabs in real time. Email is never sent as a side effect of changing the status manually; the dropdown is a pure state change.

Per-crew suppression

Some people on a crew list aren't really RSVP-able: a contracted DJ who's locked in by signed paperwork, a venue staff member who's guaranteed by their roster, a vendor who you've already confirmed via a separate workflow. Asking them to RSVP is noise on both sides.

The "Don't ask [Name] to RSVP" checkbox sits at the bottom of the RSVP sub-panel. Tick it and:

That crew member sees no RSVP card on their share link. The rest of the link (timeline, requests, attachments) is unaffected.
Their row drops out of the RSVP dashboard counts and the filterable list.
Their accordion summary badge shows "off" instead of an RSVP status.
The send button hides.

Unticking restores normal behaviour and brings them back into the counts. The suppression is per crew per event, so a supplier can be auto-confirmed on a venue tour but still asked to RSVP for the gala next month.

What crew see

When RSVP is on and the crew member isn't suppressed, they see a card at the top of their share link with the headline "Can you make it?" and two buttons: Accept and Decline. Tapping either button records their response and updates the dashboard.

After responding, the card shows "You've accepted this invite." or "You've declined this invite." with a "Thanks! The event organizer has been advised." subtitle and the timestamp of their last response. They can change their mind by tapping the other button; the timestamp moves forward and the dashboard updates.

Crew never see other crew members' responses. The card on their link is theirs alone. Even the public read-only link (the /r/ shareable runsheet) carries no RSVP data, only the timeline.

A separate crew-side article walks through this from the crew member's perspective.

When to use RSVP

The fit is strongest when you actually need to count people. A few patterns where RSVP earns its keep:

Confirming the load-in crew for a multi-supplier event. Eight suppliers, twenty individual crew across them, the venue wants a head count by Friday. Send invites Monday, track responses through the week, screenshot the dashboard for the venue on Friday.
Polling the kitchen and bar team for a weekend gala. Half are casual, half are core. Half will say yes immediately, half will be slower. The dashboard makes the gap obvious.
Tracking VIP RSVPs for a corporate gala or board dinner. Add each VIP as a crew member, send invites, watch the dashboard, print name tags on the morning.
Confirming photographer and videographer attendance the week of a wedding. Two crew, two replies, but the certainty matters.

The fit is weakest when the answer is foregone (everyone on the contract is showing up regardless) or when the count doesn't actually drive a decision. For those events, leaving RSVP off keeps the planner page lean and the crew share links uncluttered.

Closing or extending an RSVP window

There's no deadline field on RSVP. Three patterns work for closing it:

Turn the event-level toggle off. Untick "Collect RSVPs" in the event edit form. Crew stop seeing the RSVP card on their link the next time they refresh; you stop seeing the dashboard. The responses are still in the database if you turn it back on later.
Revoke the share link. If you only want to close RSVP for one specific crew member (they responded, now you're done with them), revoke their share link from the Crew section. They lose access to the entire link, RSVP included.
Suppress individual crew members. Tick "Don't ask them to RSVP" once you've manually captured what you needed. The dashboard counts adjust.

The right pattern depends on whether you're closing collection for everyone (toggle), for one person (suppress), or fully ending their access to the event (revoke).