Printing the RSVP roll and name tags — Help

Once you've collected RSVPs for an event, the dashboard gives you three outputs designed for the morning of: a CSV export, a printable RSVP roll, and an Avery name tag sheet. Each lives in the toolbar above the RSVP list, each respects whichever donut slice you've filtered to, and each is designed for the practical job a venue planner runs on event day.

This article covers all three and the small print that makes them work cleanly on real printers.

The toolbar

Three buttons sit above the RSVP list on the planner page once you have at least one crew member on the dashboard:

Export CSV. Downloads a spreadsheet of the currently filtered list.
Print. Opens a printable RSVP roll in a new tab, ready for the browser print dialog.
Name tags. A dropdown that opens a printable sheet of Avery name tags. Two paper presets to pick from.

If you've clicked a slice on the donut chart (say Accepted), all three buttons respect that filter. The CSV contains only accepted crew, the print roll lists only accepted crew, the name tags print only for accepted crew. Clear the filter to get the full list back.

If the list is empty (zero crew on RSVP, or zero crew matching the active filter), the three buttons hide. There's nothing to export or print.

Export CSV

The CSV is the most basic output: name, mobile, email, status, the time the invite went out, and the time the response came back. One row per crew member, comma-separated, with the column header line as the first row.

The filename is auto-generated as rsvp-{event-slug}-{status-slug}-{date}.csv so you can save several exports across a day without overwriting. The status slug is "all" when no filter is active.

Open the file in Excel, Numbers, or Google Sheets. The format is plain UTF-8 CSV; non-ASCII characters in names and email addresses are preserved.

The CSV is the right output when you want to hand the data to someone else's tool: a venue's own check-in spreadsheet, a caterer's headcount form, a corporate event registration system, a mail-merge to send confirmations from your own email account. The format is portable and untouched by 1pm's print styling.

The RSVP roll

Click Print to open the printable RSVP roll in a new tab. The page opens with a screen toolbar at the top (a "Print this page" button and a back link to the event) and a print-ready document below.

The document is landscape A4, black-and-white, designed to print cleanly on any office printer without burning a colour cartridge. The header carries the event name, what's being printed ("RSVP roll · All" or "RSVP roll · Accepted", matching your filter), the event date, the total count, and the print timestamp. If you've uploaded a logo to your branding, it appears in the top right.

Below the header is a wide table with seven columns:

Checkbox column. Hand-drawn black squares, one per row, sized so a biro tick lands cleanly. This is the column door staff use to mark people off as they arrive.
Name. The crew member's display name.
Mobile. A phone number if you have one on file. Blank otherwise.
Email. Same.
Status. Their current RSVP status.
Responded. The timestamp of their response, or "Invited [date]" if they haven't responded.
Notes. A blank column wide enough for a handwritten line: dietary changes on arrival, table reassignment, late arrival, anything the door staff need to scribble.

Rows are sorted by status (Accepted first, then Declined, Waitlist, Invite sent, To invite) then by name. Each row avoids being split across a page break so a name and its checkbox always print together.

The print is the right output when you're handing a clipboard to a door supervisor, a check-in volunteer, or a venue duty manager. It's deliberately ATS-style with no colour bands or fancy chrome; greyscale photocopies cleanly, faxes cleanly (the cases where that still matters), and looks professional in a venue ops folder.

Avery name tags

The Name tags dropdown opens a printable sheet of Avery-spec name tags for the filtered list. Two paper presets:

A4 · L7160. Avery L7160 spec: 21 tags per sheet on A4 paper, each tag 63.5mm wide by 38.1mm tall. The most common conference badge sheet in AU, UK, and most of Europe. This is the default.
US Letter · 5160. Avery 5160 spec: 30 tags per sheet on US Letter paper, each tag 2.625" wide by 1" tall. The most common conference badge sheet in North America.

Pick the preset that matches the blank sheets you've got on hand. Both open in a new tab with the same screen toolbar pattern as the print roll: a "Print name tags" button up top, a back link, and a short hint box about printer setup.

Each tag carries the person's first and last name large and bold in the centre, with the supplier or company name (if different) on a small second line underneath. If the crew member is recorded as an individual (no separate company), only their name renders. Two lines maximum per name; longer names truncate with an ellipsis rather than overflow into the next tag.

Tags are sorted by surname, not first name, for a familiar reason: at a check-in desk with three hundred attendees, a volunteer scanning for "Smith, John" finds it faster than scanning for "John Smith". This applies only to the name tag print; the RSVP list and the printable roll stay sorted by status and first-name display order for the planner-side views where that's more useful.

Calibrating before you print

A note panel sits above the tag sheet on screen. The key points:

Run a test page on plain paper first. Hold it up to a real label sheet and check the names land in the centre of each label. Misalignment by even a millimetre is obvious when you see twenty-one tags shifted off the labels at once.
Turn off "Fit to page" and "Scale to fit" in the browser print dialog. Both options resize the page to the printer's margins, which shifts every label off centre. The tag sheet is sized exactly to A4 or Letter; the browser shouldn't try to scale it.
Set page margins to None in the print dialog. The label dimensions assume the printer respects the 0mm page margin and lets the sheet's own padding do the positioning.
Load pre-printed label sheets face-up. If your label sheets come with a logo or border pre-printed, the names fall into the whitespace you left for them.

If the test page is misaligned despite all of the above, the usual culprit is the printer's own page setup overriding the document. Check the printer's preferences for default margins or scaling and reset both before printing the live sheet.

When the last sheet isn't full

If you've got, say, twenty-five accepted crew and you're printing A4 (21 tags per sheet), the second sheet is filled out with blank label cells.

The blank cells are there deliberately. They give you somewhere to handwrite name tags for last-minute arrivals: a walk-in supplier, a guest with a typo'd name, a crew member added after you printed. Pen onto the blank cells, peel, and use them.

Filter-aware printing

A small but useful detail: every output respects whichever donut slice you've clicked.

Click the Accepted slice, then Print, and you get a roll of only accepted crew with the document labelled "RSVP roll · Accepted". Useful for printing a clean check-in sheet that doesn't list everyone who declined.
Click the To invite slice, then Export CSV, and you get a CSV of crew you haven't invited yet. Useful for handing to an assistant to chase by phone.
Click the Waitlist slice, then Name tags, and you get a name tag sheet of just the waitlist crew. Useful for a "if you make it on the day" pile at reception.

Clear the slice (click the slice again, or hit the Clear button) and the outputs go back to the full list.

Printing without a printer

Both the RSVP roll and the name tag sheet open in your browser as proper web pages. If you don't have a printer at hand, your browser's print dialog also has a "Save as PDF" option. Save the PDF and:

Email it to whoever's running door at the venue. They print it there.
Send it to a print shop's online ordering tool. Useful for larger conferences where 1pm-printed name tags get reprinted on better stock.
Keep it on your phone as a backup. Even if you're not printing, a screenshot of a clean RSVP roll is a more readable check-in list than scrolling the planner page on a phone.

The PDF carries the same content and formatting as the print would, with no 1pm chrome.