Event RSVP tracking and reminder automation

Purpose

1.1. Collect, track, and manage RSVP responses for apartment community events via automated digital channels.
1.2. Instantly record responses, segment attendees, send acknowledgment, and store data for reporting.
1.3. Dispatch tailored reminders or updates to confirmed–and unconfirmed–guests at pre-defined intervals.
1.4. Reduce manual effort, increase participation, and provide hosts with real-time metrics for event planning.
1.5. Integrate with CRM, email, SMS, calendar, and resident portal systems for a seamless resident communication experience.

Trigger Conditions

2.1. Resident submits RSVP form (web, SMS, email, portal, QR code, or mobile app).
2.2. Defined time before event date (e.g., 7, 3, or 1 day(s) prior).
2.3. New event announcement published in the notification system.
2.4. Guest status changes (confirmation, cancellation, change of interest).
2.5. Completion or non-completion of RSVP after initial invite.

Platform variants

3.1. Twilio SMS
• Feature/Setting: Messaging API; configure incoming SMS keyword triggers and use webhooks for RSVP capture, e.g., “Join event TWILIO webhook to Form handler”.
3.2. SendGrid
• Feature/Setting: Marketing Campaigns/Transactional Email API; set up RSVP invitation and follow-up automation.
3.3. Microsoft Outlook
• Feature/Setting: Calendar Events API; auto-add RSVP link in calendar invites and process responses via webhook.
3.4. Google Forms
• Feature/Setting: Form submit trigger; send HTTP POST on submit to a webhook endpoint.
3.5. Slack
• Feature/Setting: Interactive message buttons; integrate with workflow builder to record RSVP on button click.
3.6. Salesforce
• Feature/Setting: Process Builder/Flow; capture RSVP in Campaign records and trigger email/SMS reminders.
3.7. HubSpot
• Feature/Setting: Workflow automation with Event tracking API; auto-enroll contacts and track status updates.
3.8. Zapier
• Feature/Setting: RSS/Form triggers to Google Sheets, Email, and CRM updates for RSVP pipeline.
3.9. Google Calendar
• Feature/Setting: Events API; inject RSVP URL into calendar event details and monitor attendee status changes.
3.10. Typeform
• Feature/Setting: Webhooks; collect submissions, push to CRM, and set up custom reminders via integrations.
3.11. Eventbrite
• Feature/Setting: Webhook/API on new registration; trigger reminders and track attendance with status update hooks.
3.12. Mailchimp
• Feature/Setting: Audience segments and Automation; deploy RSVP follow-ups using tags and triggers.
3.13. ActiveCampaign
• Feature/Setting: Automations for list entry; use Event Tracking and send reminder sequences.
3.14. SurveyMonkey
• Feature/Setting: Response collector integration; trigger on response collection for reminders.
3.15. WhatsApp Business API
• Feature/Setting: Template message sends; collect resident replies and update RSVP status.
3.16. Calendly
• Feature/Setting: Webhook on booking confirmation; send custom message/invite updates.
3.17. Pipedrive
• Feature/Setting: Deal or person custom fields; update stages based on RSVP and send notification.
3.18. Airtable
• Feature/Setting: Form view for RSVP input; automation to email or SMS using scripting blocks.
3.19. JotForm
• Feature/Setting: Form submission webhook; forward results to reminder scheduler for follow-up.
3.20. Zendesk
• Feature/Setting: Trigger automation for ticket creation from RSVP; notify stakeholders and send reminders.
3.21. Microsoft Teams
• Feature/Setting: Adaptive Card buttons for RSVP; webhook updates to central tracker upon interaction.
3.22. Facebook Events
• Feature/Setting: Event API; poll attendee status and send automated messenger reminders to residents.
3.23. Intercom
• Feature/Setting: Messenger campaigns; broadcast RSVP request and trigger follow-up when read but not answered.
3.24. Trello
• Feature/Setting: Card creation on RSVP; automate notification checklist for send reminders.

Benefits

4.1. Centralizes RSVP data, enabling quick reporting and attendance projections.
4.2. Automates engagement, improving event participation with minimal staff effort.
4.3. Reduces manual tracking errors and enhances resident satisfaction through timely notifications.
4.4. Scalable to any event size or communication channel, maximizing reach.
4.5. Provides actionable insights to event organizers for future planning.