Guide: Follow Up with Guests

Some guests need gentle reminders to RSVP. Gatsby lets you filter by response status and send targeted follow-ups to people who haven’t responded yet.

What you need

• Event with sent invitations
• Guests showing “Invited” or “Clicked” RSVP status

When this matters

Follow-ups work best for:

• Executive events where final headcount matters for catering/venues
• Time-sensitive events (board meetings, quarterly dinners)
• High-value events where you need definitive yes/no responses
• Professional gatherings where non-response looks awkward

Find guests who haven’t responded

1. Go to your Guest List

   Navigate to your event and click the Guest List tab.

2. Add campaign tracking (optional)

   To see when you last contacted each guest:

   • Click Columns
   • Select Add Fields > Campaigns > Last Campaign Sent
   • This shows which email each guest received last

3. Filter by RSVP status

   Click the Filter button > choose RSVP > select both:

   • Invited (received invitation, no interaction yet)
   • Clicked (visited RSVP page but didn’t submit response)

4. Review the filtered list

   You’ll see guests who received invitations but haven’t given you a yes/no answer. The “Last Campaign Sent” column shows what email they got and when.

Send follow-up email

1. Select non-responsive guests

   With your RSVP filter active, click Select All to choose everyone in the filtered view (or select individual guests manually).

2. Start campaign email

   Click Send Message in the green toolbar that appears when guests are selected.

3. Choose your approach

   You have two options:

   • New email: Create fresh follow-up message
   • Existing campaign: Click Campaigns tab and select your original invitation to resend

4. Include the RSVP link

   In the email composer, add their personal RSVP link:

   • Click the + icon at bottom of composer
   • Select RSVP Link
   • This inserts the {rsvpLink} merge tag for personalized links

5. Send the follow-up

   Review your email and send. Each guest gets their unique RSVP link to respond.

The RSVP link is unique per guest and tracks their individual response. Don’t use generic registration links in follow-up emails.

Follow-up best practices

Timing recommendations:

• First follow-up: 5-7 days after initial invitation
• Second follow-up: 3-4 days before RSVP deadline (if you set one)

Common questions

What’s the difference between “Invited” and “Clicked” status?

“Invited” means they received the email but haven’t interacted. “Clicked” means they visited your RSVP landing page but didn’t submit a response. Both need follow-ups.

Can I see who opened my emails?

If you have the tracking pixel enabled, you can see Sent vs Opened status at the Campaign-level.

Should I change the email subject for follow-ups?

Yes, try “Reminder: [Event Name]” or “Following up: [Event Name]” to differentiate from the original invitation.

What if someone says they never got the original invitation?

Check their email address in the guest list and resend. Sometimes invitations go to spam or corporate filters catch event-related emails.