Whether you’re hosting an invite-only summit or a large-scale conference, one part of planning never gets easier. It's keeping tabs on who’s actually coming. Tracking RSVPs can get messy fast, especially when you’re juggling multiple attendee types, preferences, and follow-ups.
That’s why we built RSVP Management in Zoho Backstage. It gives you the tools to send tailored invites, gather key details, and keep your guest list up to date without needing to rely on spreadsheets or third-party tools.
Let’s walk through what it brings to your event planning workflow.
Send invites that match your brand
Start strong with professional, branded email invitations. You can customize them to reflect your event’s theme and voice, add RSVP buttons for quick responses, and even send out calendar invites automatically once someone confirms.
Whether you’re reaching out to VIP guests or delegates, you’ll have the flexibility to send exactly what each group needs without the extra work.
Build forms that do more than collect names
Basic forms are fine until you need more information. With Zoho Backstage, you can design custom RSVP forms that help you plan better. Ask for things like dietary preferences, shirt sizes, or guest names. Add conditional follow-ups so you're only asking relevant questions.
It’s quick to set up and gives you all the context you need before event day arrives.
Track RSVP status in real time
See who’s in, who’s still thinking about it, and who’s passed without the need to chase people down. Your dashboard updates as responses come in, helping you stay informed at every stage.
Want to sort by RSVP status or filter by guest type? That’s built in. You can even spot response patterns and adjust your communication as needed.
Ties into everything else you’re already using
RSVP Management works closely with the other features in Zoho Backstage, so everything stays connected and easy to manage.
Send timely updates: Use email or WhatsApp to confirm registrations, send reminders, or follow up with specific groups.
Event app access: Once someone confirms, they’ll automatically get access to your event app with their schedule, venue info, and more.
Session and attendee tools: Use the info you collect to personalize their experience across your agenda, sessions, and networking tools.
Measure and learn: Compare invited, confirmed, and attended guests to spot trends and plan smarter next time.
Set up approval flows for more control
Running a limited-capacity event or want to screen RSVPs first? You can set approval rules so only the right guests get in. You can even close RSVPs automatically when your headcount is reached.
No more bouncing between tools
With everything built into Zoho Backstage, from forms and invites to guest tracking and follow-up, you can manage your guest list in one place. No juggling tools, no messy exports, just a clear view of what’s happening, when, and with whom.
Ready to put your guest list on autopilot?
With customizable forms, real-time tracking, automated messaging, and integration with other Zoho Backstage features, Zoho Backstage’s RSVP Management gives you everything you need to manage your guest experience all in one place.
Get started with smarter RSVP tracking today! Check out the help guide to configure your RSVP settings and streamline your invite process.
Comments