Guest list management for events with RSVP status updates

Purpose

1.1. Automate guest list management tasks for Spanish grill event reservations, including invite creation, RSVP tracking, attendee status updates, communication, reminders, and post-event reporting.
1.2. Automating the workflow ensures real-time visibility on guest status, reduces manual data entry, and prevents overbooking or miscommunication.
1.3. Automate updates to POS, CRM, and event platforms when guest RSVPs change, ensuring seamless operational flow and optimized event planning.

Trigger Conditions

2.1. Guest submits RSVP form via event webpage, social media, SMS, or email.
2.2. Staff manually updates guest status in reservation system.
2.3. Automated reminders trigger 48/24 hours before the event.
2.4. Waitlist is activated when maximum capacity is reached.
2.5. Event is created, edited, or cancelled within reservation system.

Platform Variants

3.1. Twilio
- Feature/Setting: Programmable SMS; API endpoint for automated SMS RSVP confirmation/reminders.
- Sample: Configure webhook to send SMS on RSVP form submission.
3.2. SendGrid
- Feature/Setting: Transactional Email API; automate RSVP confirmation emails and updates to guests.
- Sample: Set up automation trigger when RSVP received.
3.3. Google Sheets
- Feature/Setting: Google Sheets API; automated guest list population and status update logging.
- Sample: Automator updates rows when RSVP received or changed.
3.4. Airtable
- Feature/Setting: REST API & Automations; dynamically automate guest record updates and personalized reminders.
- Sample: Link new RSVP to guest records via API call.
3.5. Microsoft Outlook
- Feature/Setting: Calendar Event API; automated invitations and status sync to attendees’ calendars.
- Sample: Automate adding guests as event attendees on RSVP.
3.6. Slack
- Feature/Setting: Incoming Webhooks; automate guest status notifications to staff channel.
- Sample: Automated message on each RSVP or cancellation.
3.7. Salesforce
- Feature/Setting: REST API for Contacts/Events; automate RSVP syncing with CRM records.
- Sample: Automator updates Contact Attendance field.
3.8. Zapier
- Feature/Setting: Webhook Integration; automates connections between guest list sources and other apps.
- Sample: Trigger flows on new RSVP submission.
3.9. HubSpot
- Feature/Setting: Contacts/Workflows API; auto-update CRM with RSVP actions.
- Sample: Sync RSVP data to guest profile.
3.10. Eventbrite
- Feature/Setting: Event API; automate import/export of RSVP and guest list status.
- Sample: Automate guest status update via API.
3.11. Mailchimp
- Feature/Setting: Email Automation API; automated send of event updates and reminders.
- Sample: Trigger audience update on RSVP received.
3.12. Google Calendar
- Feature/Setting: Calendar API; automated add/edit of events and guest RSVPs.
- Sample: Automator schedules guest as attendee.
3.13. Stripe
- Feature/Setting: Payment API; automate ticket payments and sync with guest list.
- Sample: Auto-add paid guest to confirmed list.
3.14. Shopify
- Feature/Setting: Storefront API; automate event registration and RSVP at checkout.
- Sample: Add automation for guest on order RSVP.
3.15. Typeform
- Feature/Setting: API/Webhook integration; automate RSVP intake and mapping to guest list.
- Sample: Link form submission to guest management automation.
3.16. Pipedrive
- Feature/Setting: Deals/Contacts API; auto-sync event RSVPs with guest CRM data.
- Sample: Automate update on RSVP status field.
3.17. Freshdesk
- Feature/Setting: Tickets API; automate support for RSVP issues/status requests.
- Sample: Auto-create ticket for failed RSVP.
3.18. Trello
- Feature/Setting: Card Automation API; automate task creation for event staff based on RSVP status.
- Sample: New checklist item for each new guest RSVP.
3.19. Facebook Events
- Feature/Setting: Graph API; automate guest list extraction and RSVP monitoring.
- Sample: Automate flow for new RSVP entry.
3.20. WhatsApp Business API
- Feature/Setting: Automated RSVP confirmation/messages to guests.
- Sample: Integration to send RSVP automated reply.

Benefits

4.1. Automated, accurate guest list management prevents double bookings and errors.
4.2. Automation reduces staff workload in RSVP follow-up, confirmation, and reporting.
4.3. Automate communications enhances guest experience with timely, personalized updates.
4.4. Automation delivers real-time insights for event capacity and waitlist.
4.5. Automated data syncing with POS, CRM, and comms automates reporting, analytics, and sales targeting.