How to Create Guest Lists and RSVP Forms

Every event planner has been there: a messy spreadsheet with guest names scattered across tabs, RSVPs tracked in email threads, and no clear picture of who is actually coming. It does not have to be that way. Ripluo gives you a centralized guest list tool with built-in RSVP forms so you can manage every attendee from one place - no spreadsheets, no guesswork.

In this tutorial, you will learn how to create a guest list, customize it with the columns you need, add guests manually or in bulk, set up a branded RSVP form, and track responses as they come in.

Step 1: Create Your Guest List

From your event dashboard, click Guest Lists in the left sidebar. If you do not see it, scroll to All Tools at the bottom and turn it on.

Click "Create Guest List" and give it a name - for example, "Gala Dinner Guests" or "Conference Attendees." You can have multiple guest lists per event if you need to separate groups (VIPs, general admission, staff, etc.).

Step 2: Add Custom Columns

Every guest list starts with the basics - name, email, and RSVP status. But your event probably needs more than that. Ripluo lets you add custom columns to track whatever matters to you.

Click "Add Column" and choose from column types like text, number, dropdown, checkbox, or date. Common examples include:

• Dietary Restrictions (dropdown: None, Vegetarian, Vegan, Gluten-Free, Other)
• Table Number (number)
• Plus One (checkbox)
• Meal Selection (dropdown with your menu options)
• Accessibility Needs (text)

Custom columns appear on your guest list and - here is the useful part - they can also appear as fields on your RSVP form. So when a guest RSVPs, they fill in their dietary restrictions, meal choice, or anything else you need, and it flows directly into your list.

Step 3: Add Guests Manually

To add guests one at a time, click "Add Guest" and fill in their details. This is useful when you are building your initial list from a known group - your client gives you 20 names, or you are adding VIPs who will not be RSVPing through a form.

Each guest entry includes their name, email, phone (optional), RSVP status (Pending, Confirmed, Declined), and any custom columns you have set up. You can also add notes to individual guest records for things like seating preferences or special requests.

Step 4: Import Guests in Bulk

Have an existing list in a spreadsheet? You do not need to re-type every name. Click "Import Guests" and upload a CSV file. Ripluo will map your spreadsheet columns to guest list fields so names, emails, and any other data come in cleanly.

The import tool shows you a preview before committing, so you can verify the mapping is correct. If your CSV has columns that match your custom fields, they will be mapped automatically. For any that do not match, you can manually assign them or skip them.

Step 5: Set Up Your RSVP Form

This is where Ripluo saves you from chasing RSVPs through email. Click "RSVP Form" to open the form builder. You will see options to:

• Choose which fields appear - Toggle on name, email, phone, and any custom columns you want guests to fill in
• Mark fields as required or optional - Email and name are required by default; everything else is up to you
• Set the form status - Toggle the form on (accepting responses) or off (no longer accepting)

The form generates a unique link you can share via email, text, or social media. Guests fill it out, and their responses appear instantly on your guest list with the status set to Confirmed.

Step 6: Brand Your RSVP Form

Your RSVP form is often one of the first touchpoints a guest has with your event. Ripluo lets you customize the look so it matches your brand or event theme.

In the form settings, you can:

• Upload a logo or event banner that appears at the top of the form
• Set a primary color that applies to buttons and accents
• Add a welcome message that appears above the form fields
• Customize the confirmation message guests see after submitting

This means your RSVP form looks professional and on-brand - not like a generic survey tool.

Step 7: Embed the Form on Your Website

If you have an event website or landing page, you can embed the RSVP form directly into it. Click "Embed Code" in the form settings to get a piece of code you can paste into any website.

The embedded form works on any screen size - it looks good on desktop, tablet, and mobile. Guests fill it out without leaving your site, and responses still flow into your Ripluo guest list in real time.

Step 8: Track RSVP Responses

As RSVPs come in, your guest list updates automatically. Each guest shows their current status - Confirmed, Declined, or Pending. You can filter and sort by status to get a quick count of confirmed attendees, see who has not responded, or identify guests who declined.

The summary bar at the top of your guest list shows total guests, confirmed count, declined count, and pending count at a glance. Use this to report attendance numbers to your venue, caterer, or client without manually counting rows.

Get Started for Free

Guest lists and RSVP forms are included in Ripluo's free plan - no credit card required. Create your free Ripluo account and start building your first guest list today. You can have up to 5 active events on the free plan, each with its own guest lists and RSVP forms.

Frequently Asked Questions

Is the guest list tool free?

Yes. Guest lists and RSVP forms are available on Ripluo's free plan. You can create multiple guest lists per event, add custom columns, and collect RSVPs through shareable or embedded forms - all at no cost.

Can I have multiple guest lists for one event?

Yes. You can create as many guest lists as you need within a single event. This is useful for separating groups like VIPs, general admission, volunteers, and staff. Each list has its own columns, RSVP form, and tracking.

What file format do I need for bulk import?

Ripluo accepts CSV files for bulk guest imports. Most spreadsheet programs (Excel, Google Sheets, Numbers) can export to CSV. The import tool will map your columns to guest list fields and show you a preview before importing.

Can guests update their RSVP after submitting?

Guests can submit the form again with updated information. You can also manually update any guest's status or details directly from the guest list at any time.