Guide: Your First Event in Gatsby

The best way to learn Gatsby is by using it. Start with a simple event and build confidence with the core workflow before adding advanced features.

Part 1: Create an Event

1. Create Event

   From your dashboard, click “Create Event.” You only need a name to get started—everything else can be configured later.

2. Add Basic Details

   Set your event name, date, time, and location. You can always change these later.

3. Use a Template

   Templates come with different website designs, example emails, and guest list tabs. They’re worth exploring as you learn.

Your guest list is empty. Here's how it might look with event data.

Understanding Event Tools

Once your event is created, you’ll see these main tools:

Guest List: Your spreadsheet of attendees with RSVP tracking, custom fields, and filtering options.

RSVP: Where you build the registration website guests see when they click your invitation link.

Campaigns: The emails you send to guests (invitations, reminders, updates).

Additional Tools: Seating charts, documents, tasks, and day-of check-in tools.

Part 2: Add Guests

Your guest list is the foundation of everything else. Add guests from other events/lists, one at a time, or upload from a CSV.

Start by adding yourself to the guest list!

Add guests and customize what columns are visible on your guest list.

Upload Guests

Most teams start here since you probably have a list in Excel or Google Sheets.

Follow these steps

1. Prepare Your File

   You need at minimum: Name and Email. Everything else (company, position, dietary restrictions) is optional but helpful. Export from Excel to CSV.

2. Access CSV Import Tool

   In your event, click the dropdown next to “Add Guests” and select “Upload CSV.”

3. Map Your Fields

   Gatsby will match your spreadsheet columns to its fields. If you have custom data (like “Guest Type” or “Investment Focus”), you can create new fields during upload.

4. Handle Duplicates

   The system checks for existing contacts by email address and offers to merge or update information rather than creating duplicates.

The most important field is email address. Gatsby tracks unique contacts and prevents duplicates by referencing the email address field (think of like a unqiue ID for your guests).

The CSV import tool let's you add guests and map data in your spreadsheet to columns in Gatsby.

Learn more about uploading contacts here.

Learn more about the guest list here.

Part 3: Configure Registration

The RSVP tool is where you configure and build the regsitration experience for your event.

Registration Settings

1. Set Registration Status

   Choose “Open” for normal registration or set to “Waitlist” to require your approval.

2. Add Capacity Limits

   Set maximum attendees if your venue has space constraints.

3. More Settings

   Configure Plus-Ones, turn on/off buttons, and more from this menu of options.

   

   Review the settings in this area to configure registration settings for your event.

Build a Landing Page

This is the website guests see when they click a link that you send them to RSVP.

1. Access Landing Page Templates

   Go to RSVP » Landing Page Templates » Global Templates to see pre-designed options.

   “Templates” just means versions of your event website.

2. Choose a Template

   Browse the templates and select one that fits your event style. You can customize everything later. Select the Duplicate to Event option to make a copy inside of your event that you can edit.

   

   Start in the Global Templates section to find an event website you like.

3. Customize Content

   Replace placeholder text, upload your images, and adjust fonts and colors to match your brand.

4. Set as Active

   When ready, select “Use as Landing Page” option to set your landing page as “In Use.”

   

   Click on a template to preview and select 'Use as Landing Page'

Modify Registration Form

Collect the information you need from guests during registration using the Surveys tool.

1. Access Surveys

   Go to RSVP » Surveys to add questions to your registration form.

2. Choose Question Types

   Use Predefined questions (dietary restrictions, company info) that automatically pull from and save to contact profiles, or create New custom questions.

   

   Add and modify survey questions.

Customize Confirmation Emails

These automatic emails deliver calendar invites and serve as breadcrumbs for guests to return and update their registration.

1. Configure Email Settings

   Go to RSVP » Email Settings to customize confirmation emails.

2. Choose Your Sender

   Select who the confirmation appears to come from.

   Only a SendGrid email sending account should be used for sending confirmation emails. Set up SendGrid.

3. Write Your Message

   Include key details and instructions. Include the calendar invite as an attachment on this email. Provide an {rsvpLink} for guests to revisit their registration.

4. Test this Email

   Add yourself to the guest list and complete the full registration process to see what guests experience. Mark yourself as RSVP » Accepted and send yourself the confirmation email to test it multiple times.

Part 4: Send an Invite

Campaigns are the emails you send from Gatsby. They include your invitation content and a link to the RSVP landing page.

Create a Campaign Email

1. Start a New Campaign

   Go to Campaigns tab and click “New Campaign.” Choose “Draft” for maximum flexibility.

2. Add Campaign Details

   • Name: Internal reference (guests don’t see this)
   • Sender: Choose from your connected email accounts
   • Subject: What guests see in their inbox

3. Write Your Invitation

   Draft your message explaining the event and why they should attend.

4. Add Personalization

   Click the + icon to insert:

   • {firstName} for personal greetings
   • {rsvpLink} for their unique registration link

5. Include Event Information

   Add date, location, and other details. You can also insert your event’s RSVP image.

   

   Use the mail merge tool to add your guest's link to RSVP.

The RSVP link is crucial.

This unique URL tracks each individual’s response and is non-transferrable. Always use the mail merge button to insert {rsvpLink}, don’t type it manually. Don’t paste a link to register for your event.

Test Before Sending

Two types of testing:

Send Test (for design review):

• Quick check of formatting and links
• Links won’t work fully but you can see layout
• Good for catching typos and design issues

Full Test (recommended):

• Add yourself to the guest list
• Send the campaign to yourself
• Complete the entire registration process
• Verify confirmation emails and calendar invites work

Add Recipients and Send

1. Add Recipients

   Click “Add Recipients” and choose from your guest list segments (all guests, specific sections, RSVP status groups).

   Use the guest list! Select guests » Send Message » Add to current draft.

2. Review Everything

   Double-check sender, subject line, and content. Make sure you included the RSVP link.

3. Send or Schedule

   Send immediately or schedule for optimal timing. You can always use “Not Sent To” later for any additions.

Email problems?

Part 5: Tracking

Great! You’ve sent invites. You’ll send follow-ups, reminders, and more through the life-cycle of your event. Use the guest list to keep track of it all.

Monitor RSVP Activity

Watch your guest list as responses come in:

• Invited: Sent RSVP link but no interaction yet
• Clicked: Visited landing page but didn’t complete registration
• Accepted/Declined: Completed registration
• Bounced: Email delivery failed

Review RSVP status

Learn more about RSVP status.

Follow Up with Non-Responders

1. Filter by Status

   Use guest list filters to find people who have “Invited” and “Clicked” status but haven’t responded.

2. Send Targeted Follow-Up

   Select these guests and create a reminder campaign that includes their RSVP link again.

Filter by Invited and Clicked. Select all » Send Message.

Handle Changes

Event details changed?

Update your event information and Gatsby will prompt you to send calendar updates to accepted guests.

Need to add more guests?

Use the “Not Sent To” feature in your original campaign to send the same invite to new people without having to duplicate your campaign.

What’s Next

You now have the foundation for running professional events in Gatsby. There’s more to explore with seating sharts, check-in and badge printing, multi-event registration, and more.

Remember: You can’t break anything by experimenting. Events are easy to duplicate, guests can be removed and re-added, and campaigns can be tested thoroughly before sending to your full list.

Common Questions

Can I edit things after creating the event?

Yes, everything is editable. Event details, landing pages, guest lists, and email campaigns can all be updated at any time.

What if guests forward their invitation links?

Personal RSVP links only work for one person. Someone using another person’s link can’t add their own name and email address. The original guest gets notified of changes to their registration.

Should I use Public Links?

Start with personal invitation links for better control and tracking. Add Public Links later if you need open registration or social media promotion.

How do I handle plus-ones?

Enable plus-ones in your RSVP settings and set individual limits per guest using the Plus Ones Allowed column on your guest list.