Guests, RSVPs and check-in: how they work

What counts toward your guest limit

Your package sets how many people can attend each event. The limit is per event, and it counts people, not RSVPs.

• Everyone on a confirmed or pending RSVP counts. A family that RSVPs as a party of five uses five spaces.
• Declined and cancelled RSVPs do not count.
• Guests you add yourself from the Guests page count like any other guest.
• An RSVP is accepted only if the whole party fits in the spaces left. If it doesn't, the guest is told how many spaces remain (or that RSVP is temporarily unavailable when none do), and they are never shown anything about your package.
• If a guest changes their own RSVP, their old party is replaced, not counted twice.
• To raise the limit, add a guests add-on from your dashboard (add-ons stack) or choose a larger package.

Who can RSVP, and your controls

Anyone who has your invitation link can open it and RSVP. There is no invite code and no approval step, so share the link with the people you want to invite. You can set these controls from RSVP Settings on your Guests page:

• Turn RSVPs on or off at any time to close registration.
• An RSVP deadline (it defaults to the day before your event) and an optional, separate deadline for changing a response.
• A capacity for the event, and a maximum party size per RSVP (the default is 10), or turn group RSVPs off so each RSVP is one person.
• Whether guests must give an email and/or a phone number, and whether they can change their RSVP.
• Duplicates are caught by email or phone number, so the same guest responding twice updates one RSVP instead of creating two.
• From the Guests page you can change a guest's status, for example to declined or cancelled.

If your event date changes

• You can change the date and time until the event's date and time have passed. After that the date is locked and the event can't be rescheduled.
• Other details can still be corrected until the end of your event day. From the next day the invitation is read-only.
• Changing the date keeps the same invitation, the same link, your RSVPs and your guests' check-in QR codes.
• Check your RSVP deadline after changing the date, and click Publish Changes so your guests see the update.

Check-in on the day

Each confirmed guest gets a personal check-in QR code. Your team scans it with the Check-in Scanner.

• Check-in needs an internet connection on the phone doing the scanning, because every scan is checked against your live guest list. There is no offline mode.
• Test it at the venue before the event, on the Wi-Fi or mobile data you will actually have.
• Several team members can scan at the same time. A guest who has already checked in is flagged as already checked in, and you can check in part of a group and the rest later.
• If a guest can't show a QR code, search for their name and check them in manually. This also needs an internet connection.
• For a backup, export your guest list (CSV) or print it from the Guests page before the event.
• Owners and editors can check guests in. Members can check in guests for events they created. Viewers can't.

Who on your team can do what

• Owner: everything, including billing, buying packages and add-ons, and managing the team.
• Editor: edits invitations, manages guests and checks guests in.
• Member: works on the events they created, including their guests and check-in.
• Viewer: can look, but not change anything.
• Everyone on your team, including the owner, uses one collaborator seat. If you hold more than one package, the largest collaborator allowance applies; they don't add together.

What emails guests receive

Graevents doesn't send the invitation itself: you share your link or QR code. These emails are sent automatically:

• An RSVP confirmation, with the guest's check-in QR code when they confirm.
• Event update emails, which you can turn off for an event.
• One optional reminder 1, 3 or 7 days before the event. It is off until you choose one.
• Failed emails are retried up to three times. There are no text messages.
• A guest who gives no email can still download their check-in QR code on the confirmation screen right after RSVPing.