RSVP Management in Eventact: User Guide

April 19, 2025 | 3 min read

Why Collect RSVPs

Using RSVP management is essential for ensuring accuracy in catering quantities, seating arrangements, and overall budget. By utilizing the {Registration.Accept Decline Link} dynamic field, you can collect this data in the most professional and precise manner.

Key Advantages

• Security System Accuracy: Modern email and SMS servers often "click" links automatically to verify safety. This specialized dynamic field leads to a selection page, preventing these automated systems from accidentally marking registrants as "Confirmed" or "Declined". Only a click from a real person will update the status.
• Clean User Experience (UX): Instead of cluttering a message with multiple links or options, you send one clear link. This reduces confusion and prevents accidental clicks on mobile devices caused by crowded layouts.
• Full Automation: Once a choice is made on the selection page, the system status updates immediately (e.g., to "Submitted Confirmed"). This eliminates the need for manual data processing or external tracking.

How to Use It

Implementing the dynamic field is a straightforward process. Here is the recommended workflow:

1. Select a Template: Go to the Messages menu (Email or SMS) and choose the relevant RSVP template.
2. Embed the Dynamic Field: Copy and paste the dynamic field {Registration.Accept Decline Link} into a prominent location within the message.
3. The User Journey: After clicking, the registrant is directed to a branded landing page featuring two clear options: Confirmed or Decline.
4. Automatic Update: The system updates the registrant's status the moment they make a selection on the page; no manual saving is required.
5. Testing: Before distribution, send a "Test Message" to yourself, click the link, and verify that your participant status updates accordingly.

Pro Tip: You can configure "Business Rules" in the system to automatically send follow-up messages only to those who select "Confirmed" on the RSVP page.

Invite Past Attendees to a New Event

The Invitation field invites registrants of past events to register directly for an upcoming event. Recipients click the link in the message and RSVP to the new event in seconds, turning your existing audience into early registrations.

1. Open the Message Editor: Open a message template in any event, or in the company-level Contacts.
2. Insert the Invitation Field: Click Fields > Invitation and select the event you are inviting people to. A field such as {Invitation.Registration - Global Innovation Summit 2026 - Registration} is added at the cursor.
3. Send to Past Registrants: Send the message to the audience of a previous event, or to a list of contacts.

Note: The Invitation menu lists only future events that are open for registration.

Value Added to Your Event

• Reliable Reporting: Gain certainty on your guest list without the "background noise" caused by automated security scans.
• Time Savings: The system manages statuses in real-time, freeing you to focus on managing the event itself.
• Professional Appearance: A smooth, fast, and well-designed confirmation process provides a high-quality experience for your participants from the very first interaction.