How to Send Invites and Track RSVPs in Vesavo

Send guest invitation emails with private RSVP links, then watch replies and dietary choices land in your Vesavo planner automatically.

Chasing RSVPs in email threads and group chats breaks the seating plan. Vesavo can send each guest a private link so they accept or decline, add dietary notes, and update you without a spreadsheet merge every weekend.

Build the guest list with contact details

Add or import guests and capture email addresses for anyone you’ll invite digitally. Names without email can still sit in the plan; they’ll just need a manual RSVP status or a shared link path you manage yourself.

Invite guests to the right function

If the event has more than one function (ceremony vs reception), make sure each person is invited to the meals or moments they’re meant to attend. RSVP status in Vesavo is tied to those invitations — wrong function means wrong headcount later.

Compose and send invitation emails

Use Vesavo’s invite or announcements flow to send each guest their personal RSVP link. Keep the message short: who, when, where, and what to do next. Test one send to yourself first so the link and branding look right on a phone.

Track replies as they come in

Open the guest list or RSVP views to see who’s attending, tentative, or declined. Dietary responses should appear on the guest record so you can export a catering summary without retyping free-text emails.

Follow up on non-responders

Filter to people still marked invited (or not yet replied) and send a reminder wave. Update anyone who replied off-platform by hand so Smart Seating and table counts stay honest.

Seat only the guests who are coming

When the RSVP curve flattens, assign tables for attending guests (and known plus-ones). Declined guests should not consume seats. As late replies arrive, adjust tables and re-run Smart Seating if the shifts are large.