Guest list tracker for birthday parties
Every reply to your party invitation lands in one guest list, with a running total of yes, no and headcount. You can ask up to six extra questions, such as meal choice or allergies, and each answer sits next to the guest's name.
Sample birthday party guest list tracker pages
What to put on a birthday party guest list tracker
- One guest list with every reply, name by name
- Totals for yes, no and total headcount
- A note from each guest, for allergies or late arrivals
- Up to six extra questions, such as meal choice or dietary needs
- An email to you for each reply as it comes in
- A CSV download of the guest list for the caterer or venue
The page has an RSVP form: guests say yes or no, how many are coming, and anything you ask (allergies, email, phone). You get an email for each reply and a guest list with a CSV export.
When to send it
- Two to three weeks before: Send the invitation link and ask for replies by a set date
- One week before the reply date: Check the list and message anyone who has not answered
- The day after the reply date: Download the CSV and confirm final numbers with the venue or caterer
- The day before the party: Recheck the headcount and any meal or allergy notes
Wording you can use
- โPlease reply by Friday the 14th so I can order the cake.โ Use it
- โTick yes or no and tell me how many of you are coming.โ Use it
- โIf anyone has an allergy, add it in the note and I will pass it to the kitchen.โ Use it
- โAnna, please bring the kids if you can, we have room for them.โ Use it
- โDaniel, if you can't make it, just let me know so I can plan the food.โ Use it
- โThe guest list will update as replies come in, so you can see the numbers at a glance.โ Use it
- โMeal choice question: Chicken, vegetarian or fish?โ Use it
- โThanks for replying, I'll send the address and timings closer to the day.โ Use it
Questions
- Do guests need an account to reply?
- No. Each guest opens the one link on the invitation page, fills in the form and sends it. Nothing to sign up for.
- Can I ask about meals or allergies?
- Yes. You can add up to six extra questions to the RSVP form, such as chicken, vegetarian or fish, and the answers appear in the guest list with each reply.
- How do I see who has replied?
- The guest list shows every reply with the guest's name, yes or no, number of guests and any note. You also get an email for each reply as it arrives.
- Can I download the list?
- Yes, you can download the guest list as a CSV file, which is handy for sharing numbers with a caterer or venue.
- Can I change the page after I send it?
- Yes. You can edit the page by hand or ask for changes in the chat, such as a new reply date or an extra question. The page does not handle payments or seating, so those stay outside the tracker.
Other invitation pages
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