Master Guest Management with Invitio
Discover Invitio's tools for tracking RSVPs, managing guest lists, and organizing tables.
5 min read
•
February 2024
Streamline Your Event Planning
Managing your guest list and RSVPs can be one of the most challenging parts of event planning. With Invitio's guest management system, you can streamline the process and stay organized throughout your entire planning journey.
While Invitio's canvas editor handles your invitation's design, guest management happens right from your event dashboard, with built-in RSVP that works together with your invitation, not separately from it.
Guest Management Built Into Invitio
Built-in RSVP
Invitio invitations include built-in RSVP, so your guests can respond directly from your invitation. Track responses in real time from your event dashboard.
Guest List Management
Manage your guest list right from your event dashboard: add guests, see who's responded, and keep your attendees organized in one place.
Tables and Venue Layout
Design your event's floor plan and organize your tables directly in Invitio, dragging guests to each one. Available from the Free plan, with up to 5 tables and 10 layout objects; Premium and Planner raise that limit.
Guest Updates
Edit your invitation and hit save — it publishes itself instantly — and your guests see the latest info at the same link. Share important updates directly on WhatsApp whenever you need to.
Simplified RSVP
Our RSVP system is designed to make responding as easy as possible, for both you and your guests. They can RSVP directly from your invitation with just a few clicks, and you'll see their responses instantly on your event dashboard.
The system tracks each guest's number of passes (adults/children) — and you can set whether your event allows kids or not. Each guest can also write in their food preferences: allergies, restrictions, or anything they don't eat. You can export this data to share with your caterer or venue coordinator.
Organization Tools
For bigger events, staying organized matters even more. Our platform helps you keep track of:
Who's confirmed and who's still pending, how many passes (adults and children) each guest is bringing, whether your event allows kids or is adults-only, food preferences or restrictions each guest writes in, and which table each person is seated at.
You can use your event's Agenda to track guest-related to-dos, like confirming transportation or sending reminders to guests who haven't responded yet.
Tables and Venue Layout
Figuring out your event's seating can be a puzzle — so Invitio builds it right in. From your event dashboard, you can design your venue's floor plan, add tables and other layout objects, and drag each guest to their table.
The Free plan includes up to 5 tables and 10 layout objects — plenty for smaller events. Premium and Planner raise that limit for bigger ones.
You can adjust assignments anytime as more RSVPs come in or plans change.
Keep Your Guests in the Loop
Stay in touch with your guests throughout your planning process:
When something changes — the time, the venue, any detail — edit your invitation and hit save: it publishes itself, and every guest sees the latest version at the same link they already have, with nothing for you to resend. For time-sensitive news, share it directly on WhatsApp.
That way you avoid sending updates across a bunch of different channels and risking someone being left with outdated info.
Pro Tips for Guest Management
Start building your guest list early and keep it updated regularly. Set your RSVP deadline 2-3 weeks before you need your final headcount. Use reminders sparingly — too many can be annoying. Keep clear notes on each guest's needs.
Export your guest data regularly as a backup. Consider organizing your tables by group (family, friends, coworkers) to make seating assignments easier.
