Calendar

RSVPs & Waitlists

Add ability to set up rsvps that are automatically accepted or gated by chapter admins

Overview

RSVPs let members reserve a spot for an event ahead of time. You can cap attendance, control who sees the list, bring +1 guests, require approval, share a public link, and run a waitlist that fills open spots automatically or by officer choice.

Turn on RSVP

When creating or editing an event, open the RSVP row and switch it on. All of the settings below appear once RSVP is enabled.

RSVP settings

Max attendees

  • The most members who can RSVP. Leave blank for unlimited. Guests do not count toward this limit.

Deadline

  • Controls when RSVPs close, relative to the event start.
  • Pick a preset: when the event starts, or 1 hour / 6 hours / 1 day / 3 days / 1 week before.
  • Specific date & time: set an exact close time, such as a particular morning.
  • A deadline must be at or before the event start time.

Who can see the RSVP list

  • Officers only: only members with calendar admin permission can see the list.
  • Members who RSVP'd: anyone who has RSVP'd can see who else is going.
  • Everyone who can see the event: any member who can view the event can see the list.

Require admin approval

  • When on, each RSVP is held pending until an officer approves it. Approved members count toward the cap; pending members do not.
  • Share a link so non-members can RSVP. Public RSVPs are tracked separately and count toward the event's capacity.

Guests (+1s)

Let members bring guests along with their own RSVP — useful for date parties, formals, and family events.

  • Turn it on: enable Allow +1 guests in the RSVP settings.
  • Max guests per RSVP: set how many guests each member may bring (up to 10).
  • Guest details: choose what to collect for each guest — any of name, phone, email, and birthday.
  • Guests do not count toward the event's max attendees — only member RSVPs do.
  • Each guest is listed with the member who brought them and follows the same “Who can see the RSVP list” setting.

Waitlists

Turn on Waitlist when full so members can still sign up after the event reaches its max attendees. They join a waitlist and are moved in when a spot opens.

Max waitlist

  • The most members allowed on the waitlist.

When a spot opens

  • Automatic: the next member in join order is added to the RSVP list instantly and notified. No officer action needed.
  • Manual: nobody is added automatically; an officer chooses who to bring in from the waitlist.

Promoting from the waitlist

On the event page, open the Waitlist and use Add to RSVP on a member's row. They are moved into the RSVP list, removed from the waitlist, and notified.

  • In Manual mode this is the only way members move in.
  • In Automatic mode officers can still promote someone ahead of the automatic order.
  • Promotion is blocked when the event is already at capacity.

How members RSVP

  • Members open the event and tap RSVP, adding guest details first if guests are allowed.
  • When the event is full and a waitlist is enabled, the RSVP button becomes Join Waitlist.
  • Members can remove their own RSVP before the deadline, which opens a spot for the waitlist.

Troubleshooting

  • Event is already at capacity: the event is full; raise max attendees or wait for a spot to open.
  • Member is not on the waitlist: only members currently on the waitlist can be promoted with Add to RSVP.
  • The waitlist is full: raise the max waitlist to let more members join.
  • RSVPs are only open to waitlist members right now: the event is full; new RSVPs pause while waitlisted members are moved in.