Event RSVPs with a dashboard, a printable roll, Avery name tags, and an inline-edit timeline

The biggest new thing this batch is RSVP: a per-event opt-in that gives every crew member (and every guest you’ve added to the same list) Accept and Decline buttons on their share link, and gives the planner a dashboard with the morning-of outputs they’d otherwise produce in Excel. The other half is a rebuilt timeline row that drops the edit popup entirely, plus a countdown that stops zero-ing out when the event starts.

RSVPs on a per-event toggle

Open an event’s edit form and tick Collect RSVPs. That’s the whole setup. There’s no deadline field, no max attendee cap, no questionnaire builder. The toggle adds the RSVP machinery for that event and nothing else: a dashboard above the Crew accordion, Accept and Decline buttons on each share link, and a per-person status dropdown for manual overrides.

The accordion on the planner relabels itself to “Guests & Crew” when RSVP is on. The underlying record is the same one that holds your crew, so the same row that powers a vendor’s run-of-show share link can also collect a wedding guest’s response or a board member’s confirmation. One address book, two use cases.

The dashboard

Four KPI tiles up top: total invited, accepted (green), awaiting, declined (red). A donut chart underneath splits the list by status (Accepted, Waitlist, Declined, Invite sent, To invite) and clicks-to-filter the list below. The filter survives live updates, so if someone responds while you’ve got the Accepted slice selected, the list refreshes silently and your filter stays put.

Real-time updates run on a dedicated RSVP channel separate from the timeline channel, so an unrelated edit to the run of show doesn’t churn the dashboard’s selection.

Send invites from the row

Expanding a person’s row reveals a Send invite button (disabled, with a tooltip, when there’s no email address on file or your planner email isn’t verified). Clicking it stamps their status as Invite sent, emails them a link to their share link, and broadcasts to every open tab. The email subject is “RSVP: [Event Name] ([Date])” and the body links straight into their per-event live link if they have one. If they don’t, the email asks them to reply directly: useful when you’re polling the kitchen team a month out before the ROS is finished.

Manual overrides are a row-level dropdown. Use it when someone has texted back outside of 1pm and you want to record the response without sending another email.

Three morning-of outputs

Once you have responses, a toolbar above the list gives you:

CSV export. Name, mobile, email, status, invite-sent timestamp, response timestamp. Filename auto-encodes the event, the filter, and the date so multiple exports across a day don’t overwrite each other.
Printable RSVP roll. Landscape A4, black and white, designed for any office printer. A checkbox column down the left for door-staff tick-off, then name, mobile, email, status, response timestamp, and a blank Notes column wide enough for a handwritten line about a late arrival or a dietary change.
Name tags. Avery grid in two paper presets (5160 US Letter, 30 per sheet; L7160 A4, 21 per sheet). Sorted by surname per check-in convention, chunked into sheets so the page breaks land cleanly between rows.

All three outputs respect whatever donut slice you’ve filtered to. Pick the Accepted slice and print only the people who said yes.

What crew see

On their share link, an RSVP card sits above the run of show with two big buttons (Accept, Decline) and the current status pill. Tap Accept or Decline and the response is recorded immediately; the planner dashboard updates in real time. Crew can change their mind any time before the event by tapping again. There’s no login: the share-link token is the credential.

Editing a timeline item used to open a modal popup. The popup carried Title, Notes, Where, Duration, Responsible: everything. To edit anything you opened the modal, made a change, hit Save, waited for the row to update.

The whole popup is gone. Title, Where, Duration, Details, and Responsible are now inline on the row itself: click the cell, type, tab away, saved. The old Edit button became a padlock for the only thing that didn’t fit on the row, the Private toggle (Private items hide from crew share links).

Behind the scenes the save path was split so that editing the title doesn’t race with someone else editing the time. Two planners working on the same event can change different fields on the same row simultaneously without overwriting each other.

Countdown elapsed mode

The countdown widget on the planner header and on the crew share link used to zero out when the event start passed. Now it flips to elapsed mode automatically. The digits tint success-green, a “Running” caption appears, and the timer keeps counting forward. The hour-and-a-half-late wedding ceremony reads “+1:32” instead of “00:00:00”.

Crew picker focus UX

The Responsible dropdown on a timeline row now selects all the text when you focus it on a row that already has someone assigned, and it forces the full crew list to appear instead of filtering by the displayed name. Practically: when you tap the picker on a row that already has “Sarah Chen” on it, you can immediately swap to someone else without first clearing the field. That’s almost always what you’re doing.