RSVP Tracker & Guest List Manager

How to use this RSVP tracker

This tool is designed to replace messy spreadsheets and paper lists. It works entirely in your browser: nothing is uploaded to a server. You can export your data at any time as CSV or JSON for backup or sharing.

1. Set your event details – Enter the event name, date, and RSVP deadline at the top.
2. Add your guest list – For each invitation, add:
   • Guest name (or couple/family name)
   • Household or group (e.g. “Rossi family”, “Colleghi ufficio”)
   • Number of people included in that RSVP (adults + children)
   • Current status: Attending, Declined, or No response
   • Dietary needs, side/role (bride’s side, colleagues, etc.), and notes
3. Update responses as they arrive – When someone replies, edit their row and change the status and guest count.
4. Use filters and stats – Filter by status or VIP, search by name, and use the summary cards to see headcount and response rate.
5. Export your list – Use “Export CSV” to open your guest list in Excel, Google Sheets, or Numbers.

What does “RSVP” mean?

The abbreviation RSVP comes from the French phrase “Répondez, s’il vous plaît”, which literally means “Please respond”. On an invitation it is a polite request to let the host know whether you will attend the event or not.

Adding a clear RSVP request and deadline helps you:

• Plan the correct number of seats and meals
• Organize seating charts and table assignments
• Control catering and venue costs
• Reduce last‑minute surprises and stress

Suggested RSVP wording examples

Here are some simple RSVP phrases you can use on your invitations or event website:

• “RSVP by 15 June 2025 on our website: calcdomain.com/rsvp”
• “Kindly reply by 30 September: Attending / Regretfully decline”
• “Please respond by 10 August and let us know any dietary requirements.”

Best practices for managing RSVPs

1. Decide who is invited (and how many people)

For each line in the tracker, decide whether it represents a single person, a couple, or a whole household. Use the “# of people on this RSVP” field to reflect the total number of seats you are reserving for them.

2. Set a realistic RSVP deadline

For weddings and formal events, set the deadline 3–4 weeks before the event date so you have time to confirm:

• Catering headcount and menu choices
• Seating chart and table layout
• Printed place cards and programs
• Transport and accommodation if needed

3. Track dietary needs and special notes

Use the “Dietary needs” and “Notes” fields to record allergies, vegetarian/vegan requests, children’s menus, or accessibility needs. This makes it easy to share a clean list with your caterer or venue.

4. Follow up politely

A week before the RSVP deadline, filter by No response and send a friendly reminder by email, message, or phone. After the deadline, follow up personally with any remaining key guests.

FAQ

Do I need an account to use this RSVP tracker?

No. This tool runs entirely in your browser. You can optionally export your data as CSV or JSON to save it or share it with someone else.

Is my guest data stored anywhere?

The data you enter stays in your browser while the page is open. If you want to keep a copy, use the Download JSON or Export CSV buttons and save the file to your device.

Can I use this for multiple events?

Yes. You can create a list for one event, download it as JSON, then clear the tool and start a new event. When you need to revisit an old event, import the saved JSON file.