If you’ve ever been in charge of organizing an event, you know how challenging it can be to keep track of RSVPs. Whether it’s a birthday party, baby shower, or even a wedding, collecting and managing RSVPs can be a daunting task. But what if there was an easier way to send and receive RSVPs for your event? With Google Forms, you can easily create a form that guests can fill out to confirm their attendance.
In this article, we’ll show you how to use Google Forms as an RSVP platform and track the responses. We’ll also provide you with some tips to make your Google Forms RSVPs professional and well-organized.
How to Create an RSVP Form with Google Forms
Step 1: Open Google Forms
To create an RSVP form, you first need to open Google Forms. You can do this by visiting forms.google.com in your web browser or opening it via Google Apps.
Step 2: Select a Free Online RSVP Template
Once on the Forms homepage, you’ll see a list of templates to choose from. Scroll through until you find the Google Forms RSVP template and click on it.
Step 3: Add Your Questions and Responses
Now that you’ve selected the RSVP template, you’ll see a list of typical questions asked on an RSVP form. You can customize these questions or add new ones. For each question, you’ll need to provide response choices.
You can include specific questions in your RSVP form, such as:
- Whether they can attend the event or not
- Guest’s name
- Names of additional guests
- Meal preference
- Dietary restrictions
- Song requests
Make sure to add an “Other” option for each question so guests can enter their responses.
For responses, you can choose from options like “Short Answer” or “Multiple Choice”. You can also select “Date” or “Time” for questions that require it.
Step 4: Customize the RSVP Form to Your Liking
Once you’ve added all the questions and responses to your RSVP form, it’s time to customize it to your liking. You can do this by changing the theme and adding images or videos.
To change the theme, click on the “Customize Theme” button in the upper right corner of the page. This will take you to the theme customization tool where you can modify text style, color scheme, font, and background images.
To add images, click on the “Image” button in the upper right corner of the page. This will open a window where you can upload an image from your computer or select one from the web.
To add a video, click on the “Video” button in the upper right corner of the page. This will open a window where you can paste the video URL or upload a video from your computer.
Follow this link to learn how to add a header image to your Google Forms.
Step 5: Configure the RSVP Form Settings
Once you’ve customized the form to your liking, it’s time to configure the form settings. To do this, click on the “Settings” button in the upper right corner of the page.
In the “Settings” window, you can manage “Responses”, “Presentation”, “Default Form Values”, and “Default Question Values”.
In the “Responses” tab, you can choose how you want to receive the responses to your RSVP form and how you want to allow response editing. Do you want to send a copy of the responses to the respondents? You can also limit the number of responses you’ll accept.
In the “Presentation” tab, you can choose how the form will be displayed. For example, you can choose to display a progress bar indicating how many questions have been answered. You can also add a progress bar to the form.
There’s also a “Confirmation Message” option in this tab where you can thank respondents for their responses and provide them with a link to submit another response.
In the “Default Form Values” tab, you can choose to collect default email addresses.
In the “Default Question Values” tab, you can choose to make questions mandatory by default. This means that when creating questions in your form, they will be mandatory unless specified otherwise.
Learn how to sort your Google Form responses here.
Step 6: Create and Send an RSVP Link
Once you’ve finished configuring your form, it’s time to create an RSVP link and send it out. To do this, click on the “Send” button in the upper right corner of the page. This will open a window where you can add the email addresses of people who will receive the RSVP form link.
You can also choose to share the link on social media or embed the form on your website. However, make sure to shorten the URL for easier sharing.
You may have a long guest list, especially for a large event like a wedding. It will be difficult to manually enter all their emails and send them individually. Consider adding YAMM to your Google Workspace, which allows you to send personalized emails with RSVP forms all at once.
Show your Google Form responses in a chart.
Now, Start Collecting Responses with Your DIY Online RSVP Tool!
To collect the responses, click on the “Responses” tab in the upper right corner of the page. This will take you to a new page where you can view all the responses. You can also export the responses to a Google Sheet and convert them to PDF or document.
Form Publisher is a great way to automatically generate filled documents with your form responses.
And there you have it! You have now successfully created an RSVP form using Google Forms.
How to be Notified When Someone Uses Your RSVP Link for the Event
It’s important to know when people respond to your invitation so you can plan accordingly. The best way to be notified when someone responds to your Google form is to use the “Get email notifications for new responses” feature.
This will send you an email every time someone submits your form. Here’s how to use this feature:
Go to the Responses tab of your form
The Responses tab is where you can view all the responses to your form. The “Responses” tab is located in the center of the page, between the “Questions” and “Settings” options.
Click on the menu icon
The menu icon is represented by three dots in the upper right corner of the “Responses” tab. This will open a dropdown menu.
Select “Get email notifications for new responses”
The first option in the dropdown menu is “Get email notifications for new responses”. This is the option you need to select to be notified via email every time someone responds to your form.
Now, email notifications will be enabled, and you will start receiving them for each new response.
How to Easily Organize Google Forms Responses and RSVPs for the Event Online with Form Publisher!
RSVPs are an important part of any event, and Google Forms is a great RSVP tool as it makes their creation easy. Just follow these simple steps to get started!
If you need documents of the responses you receive for your records, Form Publisher is the perfect tool for you. With Form Publisher, you can generate files from the responses you get on forms, saving you the trouble of reading spreadsheets. You can also choose where these files are located.
This entire RSVP system saves you time and hassle, ensuring your event goes smoothly. Sign up today for the free plan of Form Publisher!
