# RSVP campaigns: invitations with replies

> Invite people to an opening, a dinner or any event, let each guest answer on a reply page in your gallery's style, and keep the guest list, the waiting list and the check-in at the door in WrkLst. This article describes WrkLst 10.

Source: https://support.wrklst.art/outreach/rsvp-campaigns-invitations-with-replies
Language: en

**An RSVP campaign is an invitation people answer. Each guest gets their own reply link, answers yes or no on a page in your gallery's style, and you see who is coming, keep a waiting list, check people in at the door and know afterwards who came. This article describes RSVP campaigns in WrkLst 10.**

## What an RSVP campaign is

An RSVP campaign is a campaign like any other — one letter, written once, sent from your own mail account to each person on it, see [Campaigns](/outreach/outreach) — with an event behind it. Every invitation carries the guest's own reply buttons. A click opens a reply page in your gallery's style — on your own domain, if you have set one up for presentations — where the guest answers **Yes, I will attend** or **No, I can't attend**, names the guests they bring and, if you asked for them, adds a note or their dietary and access needs. Until the reply deadline they can change their answer through the same link.

Guests who say yes get a confirmation by email with the details and a calendar file, and, if you set one, a reminder before the event. These emails are sent by WrkLst in your gallery's name; a guest who answers one reaches the person who wrote the campaign.

In **Messages**, an RSVP campaign carries the **RSVP** badge. An invitation records no opens: the answer is what counts.

## Starting an invitation

* In **Messages**, choose **New** › **New RSVP campaign**.
* On an exhibition, choose **New invitation** in its **Campaigns** section — the invitation is already linked to the show.
* From an exhibition's **Dinner list** — see "A dinner list for a show" below.

An RSVP campaign has four steps: **Event**, **Letter**, **Recipients** and **Send**. Give it a **Campaign name** and, if it belongs to one, the **Exhibition**. Link the show whenever there is one: the show then lists the invitation, and its answers count in Opportunities.

**Start from an earlier invitation** takes over the event, the settings and the letter of an RSVP campaign you made before; the recipients stay this campaign's own. It is offered as long as nobody has been written to.

## The event

**The event** — **Name of the event** (shown on the reply page and in the confirmation; empty, the campaign's name is used), **A few words for your guests**, a **Picture** with its **Caption**, the **Language of the reply page** — the page, the confirmation and the reminders speak it; **The account's language** unless you choose another — and the **Time zone** the times are in, where the event takes place.

**When and where** — one stop or several, for example an opening, then a dinner. Each stop has **What**, a **Day** with **From** and **Until**, the **Place**, **City**, **Address** and a **Note** such as the entrance or a dress code. **Who sees the address** decides per stop: **Everyone invited**, or **Only after a yes** — until they accept, guests see the city only. That is how a dinner's address stays with those attending.

**Replies:**

* **Who can reply** — **Personal invitation**: each recipient replies through their own link, and nobody else can use it. **Open invitation**: one link you can share anywhere; anyone with it registers with their name and email address. **Copy link** copies it. Someone who registers is matched to a contact by their email address; no contact is created. An address can answer only once — a second registration sends that address its own reply link instead.
* **Places** — optional for a personal invitation, required for an open one. Once the places are taken, a yes goes on the waiting list.
* **Reply by** — after this, answers can no longer be changed on the page.
* **Guests** — **No guests**, **Everyone may bring guests**, or **Only recipients I choose**, and **Guests per invitation**. Guests are named, for the guest list at the door.
* **Let guests add a note** and **Ask for dietary and access needs**. Guests share their needs only if they agree to their use; they are deleted 30 days after the event and never added to the contact.
* **Reminder to those attending** — **No reminder**, or one to seven days before, by email with the details and the calendar file.

**After the reply** — **Words for those attending** (on the page and in the confirmation email) and **Words for those declining**.

Before you can move on to sending, the invitation needs a date and a start time for every stop, and an open invitation a number of places.

## The letter

WrkLst writes a first letter from the event — the subject, a greeting, the stops as every guest may see them, the reply deadline and a closing line, in the language of the reply page. Adjust it as you like; it is written in the same editor as any message, see [Messages](/messages/messages). Each guest's reply buttons go where you place them: put the cursor there and choose **Reply buttons** in the **Insert:** row below the text. Without it, they go below the letter. **Rewrite from the event** replaces the subject and the text with a new letter from the event, after asking, because your changes to them are lost.

Recipients and sending work as in any campaign — see [Campaigns](/outreach/outreach): people marked **Don't reach out** and addresses unsubscribed from the newsletter are left out.

## The guest list

Open the campaign, and its **Guest list** comes first. At the top: **Attending** — everyone coming, against the places if you set any, split into those invited and the guests they bring — **No reply**, **Declined**, **Waiting list**, **Checked in** and, after the event, **Didn't come**. Below it everyone: the recipients with their answer, their guests, their note and their dietary needs, then those who registered through the open link and the walk-ins. **Show** filters the list — **All**, **Attending**, **No reply**, **Declined**, **Waiting** and, once the event has begun, **Came** and **Didn't come** — and **Find a guest** searches it. A name opens the contact.

* **Give a place** moves someone from the waiting list onto the guest list; they are told by email. Nobody moves up by themselves.
* With **Only recipients I choose**, set under **Guests** how many guests each recipient may bring — also after the invitation went out: their page shows it at once. **Tell them by email when I allow guests after the invitation went out** sends them a note.
* **Remind those without a reply** sends a reminder to everyone who has not answered yet.

These three belong to the person who wrote the campaign. **Guest list (CSV)** downloads the list, and **Copy link** copies an open invitation's link.

## At the door

Tick people off as they arrive — the box at the start of each row; each guest they bring has a line of their own. **Add a walk-in** adds someone who was not on the list, with a name and, optionally, an email address, and checks them in. Anyone who may open the campaign can do this, so a colleague at the door can use a phone. After the event has begun, **Didn't come** marks someone who said yes and did not come; **Undo** takes the mark back.

## Afterwards

* Every contact you invited shows an **Invitations** section: each invitation with its event, its show and how it went — **Came**, **Didn't come**, **Attending**, **Declined**, **No reply** — and above them, how often the person was invited, said yes, came and didn't come.
* Each answer is written in the contact's contact log as **RSVP** and counts as contact — see [Opportunities: more lists, the contact log and Don't reach out](/leads/opportunities-more-lists-the-contact-log-and-don-t-reach-out).
* With Opportunities on, someone who said yes to an invitation for a show — **Said yes to an invitation** — or came to it — **Came to an event** — has a reason on that show's artists. A no, or a yes marked **Didn't come**, says nothing. See [Opportunities: whom to contact next](/leads/opportunities-whom-to-contact-next).
* The exhibition lists the invitation in its **Campaigns** section, with how many are attending, declined or have not replied.

## A dinner list for a show

With Opportunities on, an exhibition's **Suggested** section offers **Dinner list**: the people proposed for the show, near the venue. Choose **Around the venue** — within 10 to 250 km, or **Any distance** — and which **Opportunities**: **All**, **Medium and high** or **High only**; **Also people without a known place** adds those without a located address. Each person shows their place and distance, the strongest reasons and how earlier invitations went — invited, said yes, came, didn't come, and the last one — or **Not invited before**.

Tick the people you want — **Select all who can be invited** ticks everyone with an email address — and choose **Invite … people to the dinner**, up to 50 at a time. WrkLst creates an RSVP campaign set up for a dinner — one stop on the show's opening day, if it has one, at 8 pm, whose address only those who accept see, no guests, as many places as people invited, and a reminder the day before — and opens it on its **Event** step for you to finish and send. People marked **Don't reach out**, unsubscribed from the newsletter, without an email address or confidential to you are left out, as with **Write to them**.

## Who may do what

Like any campaign, an RSVP campaign needs **Campaigns** in your plan and your role. Only the person who wrote a campaign can edit, send or delete it.

## Related articles

* [Campaigns](/outreach/outreach)
* [Messages](/messages/messages)
* [Exhibitions](/exhibitions/exhibitions)
* [Opportunities: whom to contact next](/leads/opportunities-whom-to-contact-next)
* [Create a New Contact](/contacts/create-a-new-contact)